Reference Number: 20211122.02
The Administrative Assistant for the Supportive Living home is an essential role at Hope’s Home. They are responsible for the overall organization of the home which helps to provide an inclusive and high-quality program for the kids who call us family.
Reporting directly to the Nurse Supervisor, the Administrative Assistant can have a wide range of tasks to do which keeps the job new and exciting each day. From helping with job postings, managing licensing requirements, planning activities for the kids, to being an extra hand in the house – the Administrative Assistant will love coming to work knowing that they are carrying out Hope’s Home’s mission, vision, and values.
Why choose Hope’s Home?
Hope’s Home offers unique and competitive benefits, beyond just monetary value. We believe that organizational culture is the most important factor and we work hard to make sure it is top-notch and suited for everyone. A glimpse at some of our benefits:
- Health and dental is 100% covered by Hope’s Home. We also offer Long term disability, life insurance, and critical illness packages.
- With education being a main philosophy, we greatly encourage professional development opportunities, and we make it as easy as possible to access them.
- We are a family first working environment. This means we understand that things happen, and situations need to be dealt with. Whether that’s a family emergency or a minor crisis – you can ask for the time you need, stress free.
- 25% off discount for childcare services and first priority admission so you can work without the stress of traditional childcare fees.
- You pick your pension contribution (between 1-5%) and Hope’s Home will match it up to 5%. Meaning you could be putting away an extra 5% of your earnings for FREE.
- Go beyond the duties of a typical Administrative Assistant by getting the opportunity to interact, play, and help out with the kids.
- Go to work knowing that you an invaluable member of the team by being a go-to resource for everyone in the organization.
Manage the Day-to-Day Tasks of the home.
- Keep the home organized by sending email communications to staff and parents, updating contact information lists, and ensuring staff files are updated monthly.
- Ensure the safety of the home by booking licensing appointments for fire and health inspections and yearly maintenance checks.
- Review communications from the Ministry of Education and Ministry of Social Services and pass along messages.
- Prepare the kiddos for school by arranging transportation and informing the school of any appointments.
- Work closely with the Rec Programmers to organize outings, appointments, and activities.
- Communicate with parents, staff, and other outside workers to coordinate visits and jobs.
- Coordinate with schools as needed regarding operational components of the home that overlap with school responsibilities.
- Provide clear and effective communication between staff, parents, and the Provincial Leadership team.
Assist the Nurse Supervisor.
- Communicate and work collaboratively with the Nursing Supervisor at all times.
- Handle communication for job applicants such as scheduling interviews, replying to follow up emails, and preparing forms.
- Collect Requisition Forms from staff members and ensure all necessary information is included before passing it on for manager approval.
- Schedule staff annual reviews and coordinate times with the Nurse Supervisor’s calendar.
- Keep an ongoing task list for the Nurse Supervisor based on emails, requests, and deadlines.
- Any other tasks as directed by the Nurse Supervisor.
General Administration Duties.
- Handle all incoming communications including phone calls, responding to information requests, making appointments, and fielding inquiries.
- Ensure all files are up to date and in an organized system.
- Anticipate administrative requirements, ensuring efficient and effective work flow through the office.
- Prioritize multiple tasks with varying deadlines.
- Create and send internal job postings via email as requests come in by the Nursing Supervisor.
- Open and prioritize mail; prepare mail outs.
- Prepare finance month end reports which includes: balance petty cash, send receipts, and finalize the budget tracking sheet.
- Stock office and medical supplies and maintain office equipment as required.
- Recognized office education or secretarial certificate/diploma and/or comparable combination of training and experience.
- Two years’ experience in an administrative assistant position.
- Excellent written/verbal communication skills; exceptional organizational skills.
- Ability to interact with outside agencies in an effective and professional manner.
- Advanced computer skills in the use of word processing, spreadsheet, and database packages (i.e. MS Word, Outlook, Excel, PowerPoint and Access).
- Establish and maintain positive working relationships internally and externally to achieve organizational goals.
- Knowledge of and experience with common office procedures.
- Minimum 50 wpm typing speed.
- Must have a valid driver’s license.
Job Type: Permanent Full-Time
Shifts: Monday to Friday, 7:00am-4:00pm; 8:00am-4:30pm (summer).
Location: Prince Albert Supportive Living
Application Deadline: December 22nd, 2021