Office Manager – Golden Years
peopleCare has been named one of Canada’s Best Managed Companies for the seventh year in a row! We are a growing family-based organization that provides outstanding care and exceptional experiences in long-term care and retirement living. Our staff are engaged, enthusiastic and strive to exceed expectations. We encourage out-of-the box thinking and ideas and are always looking for talented people who embrace change with a positive attitude. Offering great wellness and recognition programs is important to us.
We are also accredited with Exemplary Standing, the highest award possible through Accreditation Canada’s Qmentum program. This distinction is thanks to the efforts of our outstanding team of skilled and dedicated individuals working collaboratively with our partners to drive excellence in operations, care, and services. Noted as a great place to work, other strengths include our investment in leadership development and staff education, high level of engagement in our communities, and building meaningful and mutually beneficial partnerships to address staffing shortages and drive positive systemic change.
These are exciting times at peopleCare, as we are growing fast as continue to expand our horizons and seek new opportunities to raise the bar in Changing the World of Senior Living! That’s where your talents and ideas come in! If you enjoy challenges and working with people – and want to create meaningful experiences for our residents, families, staff and partners! – then apply to the great opportunity below!
As a member of the peopleCare team, this position will provide administrative, accounting and payroll support for the Administration and Nursing offices, while ensuring efficient office practices. This position provides the initial contact representing the corporate mission, vision and values to resident families and all other visitors. Maintains confidentiality of all financial, personnel and resident data while assisting the Executive Director.
Reports to: Executive Director/Administrator
- Orders or delegates orders of administration supplies for the home.
- Maintain current knowledge of information required by various government or other agencies regarding residents.
- Maintain and prepare internal reports for home as required.
- Process paperwork associated with Resident admission on day of admission, contracts, OAS, involuntary separation etc.
- Provide secretarial or executive services for committees, as may be required.
- Provide administrative assistance for special events.
- Request repairs for office equipment as required.
- Order resident and staff name plates/badges.
- Provide assistance to residents with phone cable.
- Responsible to maintain health card process.
- Ensure annual renewal for resident contracts.
- Backup to reception for phone answering.
- Lead “Onsite” person responsible for IT systems
- Coordinate, monitor & facilitate all support requests in the home
- Follow “IT” systems support process
- Work with designated “IT” systems administrator from the Management Services Office
- Responsible for one-mail-email
- Admits new residents to PCC
- Supervised by Financial Controller for accounting functions and related bookkeeping.
- Manage payments and queries concerning billing from residents and/or families.
- Responsible for annual rate changes
- Prepare bank deposits, and forward appropriate documentation to Accounting department in Tavistock.
- Manage petty cash in the home.
- Maintain resident trust accounts in accordance with legislative requirements.
- Process Accounts receivable, resident billing and census information.
- Ensure all appropriate documentation related to accounts payable and accounts receivable is forwarded to Accounting.
- Complete Ministry of Health applications for Rate Reduction and exceptional circumstances in conjunction with resident/family as required.
- Assist with High Intensity Needs funding claims.
- Liaise with private insurance companies for residents, as required.
- Reviews payroll variance in conjunction with timecard exceptions and reconciled.
- Maintain and coordinate staff birthday cards and recognition programs.
- Ensure current knowledge of pay rates, conditions of collective agreements, overtime and sick pay arrangements, holiday pay etc.
- Provide requested information to employees or supervisors which is routine in nature.
- Ensure new employees have completed all appropriate Employment Data Forms and Benefit Enrolment Forms.
- Inform new employees of available benefits.
- Maintain personnel files, including performance reviews, in-service and education records.
EDUCATION AND EXPERIENCE
- 5 years progressive related experience
- 2 year college diploma in business administration or equivalent