About the role
Join Beacon Community Services as the Administrative Assistant in the Better at Home program and be part of a team that helps older adults remain independent in their homes. In this part-time role, you’ll contribute behind the scenes by keeping records organized, tracking essential documents, and helping ensure the program runs smoothly for both clients and staff. It’s a great opportunity to bring your administrative skills to a meaningful community-based program. Apply to join our team today!
Days/Hours of Work - Flexible days between 8:00 am and 5:00 pm Monday to Friday, 7.5 hours per week.
Closing Date: Applications will be accepted until the position is filled.
POSITION SUMMARY:
Reporting to the Manager of Community Services, the Administrative Assistant – Better at Home plays a key role in ensuring the smooth and efficient delivery of the BAH program by providing accurate and timely administrative support. This position is responsible for maintaining essential program records, tracking billing and service hours, supporting housekeeping staff documentation, and contributing to a well-organized and responsive service for older adults living independently in the community.
DUTIES AND RESPONSIBILITIES:
Client and Billing Administration
- Enter billing data and reconcile housekeeping hours with client billing
- Data entry for reporting and evaluation
- Update monthly client service notes
- Contact clients on the Better at Home waitlist to gather or update information
File and Record Management
- File all housekeeper timesheets
- Maintain accurate and current housekeeper information, including emergency contacts, allergies, and other personnel notes
- Ensure training certifications are up to date and documented
- Supply and Meeting Support
- Monitor inventory levels and ensure PPE and housekeeping supplies are replenished in a timely manner
- Attend Better at Home housekeeper team meetings twice annually
- Attend SHOAL team meetings as required
- Other duties as required
EDUCATION AND EXPERIENCE:
- Previous experience in administrative support, preferably in a community or healthcare setting
- Familiarity with client management systems and basic data entry
- Experience working with older adults or in community-based services
SKILLS AND ABILITIES:
- Strong organizational skills with a keen attention to detail
- Proficient in Microsoft Office (Word, Excel, Outlook, Access) and data entry systems
- Effective verbal and written communication skills
- Ability to manage time efficiently and work independently with minimal supervision
- Demonstrated discretion and ability to maintain confidentiality
- Friendly and approachable demeanour with a service-oriented mindset
ADDITIONAL INFORMATION:
Beacon Community Services serves vulnerable populations, including seniors, people with disabilities and children. Protecting these people and our teams on whom they rely on is critical to us. Accordingly:
- All successful applicants must consent to a Solicitor General’s Criminal Record Check.
- All successful applicants are required to disclose their COVID-19 vaccination status upon hire. Depending on future public health developments, Beacon may implement a vaccination requirement as a condition of ongoing employment for all our workplaces.
#IND1
About Beacon Community Services
Beacon Community Services is a community-based, not-for-profit agency. We provide care and support to thousands of clients on southern Vancouver Island and the outer Gulf Islands, through a wide range of programs and services including health, children and family, training and employment, adult recreation, housing, and volunteer services.
When you join Beacon Community Services, you come to a place where you’re valued, respected, embraced and supported by a team of skilled, talented, caring colleagues who share your passion for improving lives in our community. An award-winning, highly regarded charity that’s served the Greater Victoria area for 45+ years, Beacon Community Services is powered by about 270 staff and over 500 volunteers who provide a wide range of community programs and services focused on helping people and improving lives.
We don’t just talk about our values; we live them with CARE. Whether we're helping seniors, children, families, unhoused people, marginalized youth or those in need of training and connections to employers, our team works collaboratively to deliver Compassion. Accountability. Responsiveness. Excellence.
Our team is the heart of our community’s well-being and Beacon’s success. And we offer a competitive salary, comprehensive benefits package, and a rewarding, stimulating career environment where your skills, knowledge, and work make a difference every day.
About the role
Join Beacon Community Services as the Administrative Assistant in the Better at Home program and be part of a team that helps older adults remain independent in their homes. In this part-time role, you’ll contribute behind the scenes by keeping records organized, tracking essential documents, and helping ensure the program runs smoothly for both clients and staff. It’s a great opportunity to bring your administrative skills to a meaningful community-based program. Apply to join our team today!
Days/Hours of Work - Flexible days between 8:00 am and 5:00 pm Monday to Friday, 7.5 hours per week.
Closing Date: Applications will be accepted until the position is filled.
POSITION SUMMARY:
Reporting to the Manager of Community Services, the Administrative Assistant – Better at Home plays a key role in ensuring the smooth and efficient delivery of the BAH program by providing accurate and timely administrative support. This position is responsible for maintaining essential program records, tracking billing and service hours, supporting housekeeping staff documentation, and contributing to a well-organized and responsive service for older adults living independently in the community.
DUTIES AND RESPONSIBILITIES:
Client and Billing Administration
- Enter billing data and reconcile housekeeping hours with client billing
- Data entry for reporting and evaluation
- Update monthly client service notes
- Contact clients on the Better at Home waitlist to gather or update information
File and Record Management
- File all housekeeper timesheets
- Maintain accurate and current housekeeper information, including emergency contacts, allergies, and other personnel notes
- Ensure training certifications are up to date and documented
- Supply and Meeting Support
- Monitor inventory levels and ensure PPE and housekeeping supplies are replenished in a timely manner
- Attend Better at Home housekeeper team meetings twice annually
- Attend SHOAL team meetings as required
- Other duties as required
EDUCATION AND EXPERIENCE:
- Previous experience in administrative support, preferably in a community or healthcare setting
- Familiarity with client management systems and basic data entry
- Experience working with older adults or in community-based services
SKILLS AND ABILITIES:
- Strong organizational skills with a keen attention to detail
- Proficient in Microsoft Office (Word, Excel, Outlook, Access) and data entry systems
- Effective verbal and written communication skills
- Ability to manage time efficiently and work independently with minimal supervision
- Demonstrated discretion and ability to maintain confidentiality
- Friendly and approachable demeanour with a service-oriented mindset
ADDITIONAL INFORMATION:
Beacon Community Services serves vulnerable populations, including seniors, people with disabilities and children. Protecting these people and our teams on whom they rely on is critical to us. Accordingly:
- All successful applicants must consent to a Solicitor General’s Criminal Record Check.
- All successful applicants are required to disclose their COVID-19 vaccination status upon hire. Depending on future public health developments, Beacon may implement a vaccination requirement as a condition of ongoing employment for all our workplaces.
#IND1
About Beacon Community Services
Beacon Community Services is a community-based, not-for-profit agency. We provide care and support to thousands of clients on southern Vancouver Island and the outer Gulf Islands, through a wide range of programs and services including health, children and family, training and employment, adult recreation, housing, and volunteer services.
When you join Beacon Community Services, you come to a place where you’re valued, respected, embraced and supported by a team of skilled, talented, caring colleagues who share your passion for improving lives in our community. An award-winning, highly regarded charity that’s served the Greater Victoria area for 45+ years, Beacon Community Services is powered by about 270 staff and over 500 volunteers who provide a wide range of community programs and services focused on helping people and improving lives.
We don’t just talk about our values; we live them with CARE. Whether we're helping seniors, children, families, unhoused people, marginalized youth or those in need of training and connections to employers, our team works collaboratively to deliver Compassion. Accountability. Responsiveness. Excellence.
Our team is the heart of our community’s well-being and Beacon’s success. And we offer a competitive salary, comprehensive benefits package, and a rewarding, stimulating career environment where your skills, knowledge, and work make a difference every day.