SPH-2025-02 Administrative Assistant, Sun Parlor Home Long-Term Care - Jobs in Leamington, Ontario

Job Description

Administrative Assistant, Sun Parlor Home Long-Term CareDepartment:Sun Parlor Long Term Care HomePosition Type:Temporary Assignment up to 9 months (35 hours per week)Hours of Work: 8:30 am-4:00 pmLocation:Leamington, OntarioPosting #:SPH-2025-02Salary: $35.74-$43.89Opening Date:February 11, 2025Closing Date: February 24, 2025About the RoleIf you are a highly organized, detail-orientated professional looking for an exciting and rewarding opportunity in Long Term Care, this may be the opportunity for you! In this role, you will report to the Administrator of the Home. Your responsibilities will include providing administrative assistance to the Administrator, Managers, Staff and Residents of Sun Parlor Home to support the overall operation of the Home and contribute to our success!Who We Are:For over 100 years, the Sun Parlor Home has been offering long-term care to the community of Essex County.Our Mission is “to be an inspirational home for all people within our changing community that is compassionate, innovative and fosters purpose and dignity.”As a not-for-profit, municipally owned, and subsidized long-term care home with 206 beds, all of our resources are dedicated to our residents.Leamington, Ontario, located on the north shore of Lake Erie, provides a thriving diversity of urban and rural experiences.Weather, proximity to major centres (Windsor and Detroit) and an extremely affordable cost of living add to Leamington’s charm.Key ResponsibilitiesIn this role, you will be responsible for:

1. Administrative Support for Governance
   • • Support the Administrator and Management Team by providing confidential administrative assistance (agendas, meeting minutes, internal and external correspondence and reports).
     • Manage all administrative duties required for the efficient daily operation of the home, including mail, courier, maintaining and ordering office equipment and answering telephone inquiries.
     • Schedule meetings, arrange teleconferences, book meeting rooms and update online calendars for the Home.
     • Adhere to the County of Essex/Sun Parlor Home policies, procedures, and regulations set out by the Ministry of Long-Term Care.
     • Prepare a variety of general and confidential memos and letters for the Administrator and Management Team.
     • Prepare meeting materials and agendas, record accurate minutes, and ensure accessibility compliance.
     • Maintain an online learning education database for all staff, create and assign courses as instructed by management, and generate various related reports.
     • Organize information and prepare reports for resident admissions, deaths, and discharge.
     • Respond to inquiries with professionalism and discretion.
2. Event and Schedule Management
   • • Schedule, arrange meetings and confirm room bookings for both on-site and off-site, including supply of refreshments and meals when required.
     • Assist Management Team and County Personnel in the organization and facilitation of staff functions.
3. Resident Support
   • • Attend Resident Council Meeting and prepare minutes.
     • Assist resident families with Health Card renewals in conjunction with Service Canada.
     • Maintain resident administrative files and photos and ensure confidentiality of the resident’s financial and personal information.
4. Records and Document Management
   • • Maintain departmental records in alignment with ”Retention and Destruction of files” policies in accordance with the Ministry of Long-Term Care guidelines, TOMRIMS Filing System.
     • Ensure documents meet accessibility standards when required.
5. Technical and Communication Support
   • • Operate and troubleshoot audio/visual equipment for hybrid and virtual meetings.
     • Coordinate laptop inventory to ensure they are assigned, returned and maintained
     • Monitor and order all computer and landline supplies for all departments, including processing of invoices and charges related to the purchase of supplies.
     • Inventory and order stationary supplies on a regular basis

What You BringExperience and Expertise:

• • A two-year diploma in Office Administration from a Community College or equivalent (Legal or Medical Administration preferred) and at least 1 year of administrative experience, or
  • At least three years of related senior administrative assistant experience.
  • Experience in Long Term Care is considered an asset.

Skills and Abilities:

• • Advanced proficiency in MS Office (Word, Excel, Outlook will be tested) and records management.
  • Strong organizational, communication, and analytical skills, with attention to detail and confidentiality.
  • Knowledge of Privacy Legislation and Records Retention.
  • Typing (50 wpm) will be tested, and data entry.
  • Commitment to advancing equity, diversity, and inclusion in all aspects of work.

Other Requirements:

• • Ability to provide a Vulnerable Sector Check and Negative TB test.

What We Are OfferingA salary range of $65,064 to $79,882 is just the beginning. The benefit package is second to none, and the Ontario Municipal Employees Retirement System (O.M.E.R.S) is a defined benefit pension plan that is sought by many.The Application JourneyYour journey starts here. Submit your application online at the Career Opportunities section of our website at www.countyofessex.ca by February 2, 2025. If selected, you will be contacted by our HR team to participate in our hiring process.We believe in a thoughtful and transparent hiring process designed to identify the best candidate for the role while allowing you to learn about us. Here’s what you can expect:1. Application SubmissionSubmit your application, including a tailored resume and cover letter, through our online portal by February 24, 2025. Be sure to highlight your administrative expertise, event coordination experience, and commitment to fostering inclusivity.2. Initial ScreeningOur hiring team will review applications to shortlist candidates whose skills, qualifications, and experience closely match the role’s requirements.3. Phone InterviewShortlisted candidates will participate in a 15-minute phone interview to discuss their background, interest in the role, and alignment with our organizational culture.4. Comprehensive Interview PanelSelected candidates will be invited to a panel interview. This stage will focus on your:

• Administrative support
• Office Management
• Data Management and Reporting Abilities
• Previous Experience in Long Term Care and/or unionized environment

5. AssessmentTesting will be administered for Typing, Word,amp; Excel6. Offer and OnboardingIf selected, you’ll receive a formal offer outlining the terms of employment. Upon acceptance, our onboarding team will work with you to ensure a smooth transition, including introductions to your team, access to tools and systems, and a comprehensive overview of your first 90 days.The County of Essex embraces diversity and inclusion in our workforce and workplace. We are committed to building inclusive teams and an equitable environment for people to be themselves. We encourage applications from all qualified candidates and will accommodate needs under human rights legislation throughout all stages of the recruitment and selection process. Please let us know of any accommodations through hr@countyofessex.ca. Information received relating to accommodation will be addressed confidentially. This information can be made available in alternate formats upon request.Personal information is collected in accordance with the Municipal Freedom of Information and Protection of Privacy Act and will be used for employment opportunities only.Powered by JazzHR