Support Services Clerk

POSITION DESCRIPTION

Department: Woodingford Lodge 
Reports to: Supervisor of Customer Service and Logistics
Effective Date: March 1, 1999
Positions Supervised: 0
Revised Date: June 2022

POSITION SUMMARY:

Reporting to the Supervisor of Customer Service and Logistics, provides clerical support for Woodingford Lodge, and possesses the ability and the passion to support person centered care, and change culture in long term care.

PRINCIPAL RESPONSIBILITIES:

1. Composes letters, reports, correspondence, requests for proposals, places orders and schedules monthly care conferences for the Director and all departments of Woodingford Lodge.
2. Types minutes of meetings and distributes to relative departments, staff, and residents.
3. Maintains up to date records of staff, residents, resident contacts, and suppliers.
4. Creates and maintains databases for Woodingford Lodge.
5. Checks general accounts payable for accuracy. Answers and investigates any queries/discrepancies.
6. Ensures revisions to the Lodge Policies, Policy and Procedure Manual, Total Quality Management Manual, and Emergency/Disaster Manual are made and distributed as required.
7. Frequently provides basic computer and equipment support to all staff throughout the Lodge. Liaise with the support group when reporting computer related issues for the lodge. Co-ordinates County offered computer training for staff.
8. Typing, photocopying, filing, answering telephone and redirecting/relaying messages. Receives visitors and sales persons and directs them to their desired location and answers inquiries from residents.
9. Assists in training of staff as required.
10. Maintains balance of petty cash, prepare replenish requests and banking as required.
11. Receives and deposits miscellaneous revenues, writes receipts, post totals, balances receipts and revenues.
12. Performs all functions relative to resident trust accounts in accordance with all legal regulations
13. Directs incoming mail – ensures families are called when residents are not able to receive their mail.
14. Replaces staff on schedule due to call ins and/or absences and supports nursing department/units after 2:00 p.m and weekends.
15. Maintains the forms folder, service agreement binder and Admissions Packages and ensuring that all necessary documents are scanned and stored in Laserfiche when appropriate.
16. Complete High Intensity needs and Phlebotomy submissions according to Ministry regulations, maintains current/past and complete files.
17. Sends out auto dialer calls, maintains and updates lists for notification system for staff, volunteers and families.
18. Provides schedules to ensure coverage of front office and satellites during extended absence
19. Organizes and arranges the storage and destruction of resident and Woodingford Lodge documents, according to the County and required legislation.
20. Any other duties as assigned by management

MINIMUM QUALIFICATIONS:

1. Minimum Grade 12 education. Post-secondary education in the field of office administration would be considered an asset.
2. Minimum 2 years experience in a similar capacity.
3. Excellent computer and keyboarding skills, including proficiency in Microsoft Office programs, Adobe, and database management.
4. Knowledge of general office procedures and office equipment, such as scanner, fax machine, and photocopier.
5. Excellent interpersonal, oral and written communication skills.
6. Ability to work independently and as a team member to achieve positive outcomes. 
7. Current valid driver’s licence and a reliable vehicle. 8. Current satisfactory criminal reference check

WORKING CONDITIONS:

1. Works in an office environment subject to frequent interruptions.
2. Work involves driving weekly.
3. Work involves sustained periods of interaction with computer systems requiring considerable attention to detail.
4. Work is subject to deadlines imposed by legislation and governing body.
5. Works in a long term care facility environment.
6. Exposure to residents within the facility, which may demonstrate responsive behaviours