Administrative Assistant

Ng Siu Chan Care Centre Be Part of Something New At Yee Hong, our values guide everything we do. We Care, We Collaborate, and We Commit to creating meaningful experiences for residents, clients, families, volunteers, students, and one another. As we prepare to open the Ng Siu Chan Centre, our newest long-term care home, we are seeking passionate and dedicated Personal Support Workers who want to help shape the culture, resident experience, and care environment from day one. Built on the principles of Relationship-Centred Care and Meaningful Living, the Ng Siu Chan Centre will provide an innovative care environment where residents are supported to live with purpose, dignity, independence, and choice. This is an exciting opportunity to contribute to the opening of a new home and help create an exceptional experience for residents, families, and team members. Core Function: Under the direction of the Executive Director/Director of Resident Care, the incumbent is a member of the Administration Team responsible for the provision of administrative support to the LTC home. Qualifications: Completion of College secretarial program, or equivalent Minimum 3 years administrative or secretarial experience, preferably in a long term care environment. Takes initiative. Ability to work independently and contribute effectively as a team member Superior organizational skills and time management skills Flexibility and adaptability in a changing environment Excellent customer service skills Computer literacy required; knowledge of Chinese wordprocess and Workday an asset Familiarity with medical terminology an asset Satisfactory Police Reference Check (with vulnerable sector screen) result Ability to converse in Chinese Responsibilities: Provides administrative support to the Executive Director, Director of Resident Care in one of the following areas: resident, financial and staff related matters Assists the Director of Resident Care in communication and follow up with internal and external parties on matters relating to the LTC home Assists the Director of Resident Care and Social Worker in the resident pre-admission process Provides administrative support in the resident admission and discharge process: entering of resident data, preparing name plates and name tags, ordering of bracelets, preparing addressographs, annual resident conference scheduling, admission and discharge charts Maintains resident records in accordance with Ministry standards and guidelines Handles and keeps proper record of receipts and disbursements of residents' trust accounts Maintains accurate record of LTC Home petty cash expenditures Prepares nursing staff schedules in accordance with established shift scheduling guidelines Keeps accurate records of shift exchanges and accommodation requests, and ensures timely reminder and follow up, and assists the Charge Nurse in arranging for staff replacement Organizes and maintains central computer and paper filing systems, policies and procedures, and Resource Library of the LTC home Provides administrative support for LTC home committee meetings, including meeting arrangements and notification, preparing background material, agenda, circulars and minutes, and ensures timely follow up on matters arising from meetings Conducts tours of the LTC home for interested families and community groups Oversees the central Administrative office, e.g. reception, stationery, parking labels, mail, and provides administrative support to LTC home departments Orders and maintains inventory of office supplies for the LTC Home, ensures regular maintenance of office equipment, coordinates repairs as necessary, checks and verifies invoices Assists in scheduling and updating work schedules into Time and Attendance System accurately Workes closely with the Administrative Team and provides backup for other administrative or receptionist staff when required Coordinates the deployment of volunteers for office support and provides effective guidance and supervision for the volunteers Keeps up-to-date with developments and best practices in the field Other duties as required Please apply before: Salary Range: $24.42 - $28.74 INTERNAL APPLICANTS: PLEASE APPLY THROUGH THE JOBS HUB Our people are our greatest strength and the core of our success. We invest in our employees' wellbeing and support their ongoing learning and development. We offer: Competitive total compensation package Multi-employer pension plan Professional development opportunities Ongoing learning and development Employee education assistance program Award winning corporate culture Safe, inclusive and supportive work environment Yee Hong is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the bona-fide requirements for the open position. If contacted for this employment opportunity, please advise if you require any accommodation. Successful applicants must provide a recent satisfactory vulnerable sector police reference check and medical clearance certificate. Our hiring process involves the use of Artificial Intelligence (AI) to assist with screening of the applicants’ resume. This job is posted to fill an existing vacancy.

The incumbent provides comprehensive administrative support to the Executive Director and Director of Resident Care, including managing resident records, financial accounts, and staff scheduling. They also oversee the central administrative office, coordinate committee meetings, and assist with the resident admission and discharge processes.

Candidates must have a college secretarial program diploma or equivalent and a minimum of 3 years of administrative experience, preferably in long-term care. Proficiency in Chinese and computer literacy are required, along with the ability to pass a vulnerable sector police reference check.

• Competitive total compensation package • Multi-employer pension plan • Professional development opportunities • Ongoing learning and development • Employee education assistance program • Award winning corporate culture • Safe, inclusive and supportive work environment

• Time managementPreferred
• Customer servicePreferred
• CommunicationPreferred
• Data entryPreferred
• Inventory managementPreferred

Identified from the job description. Confirm important requirements above.

• Administrative support
• Secretarial skills
• Organizational skills
• Time management
• Customer service
• Computer literacy
• Chinese word processing
• Workday
• Medical terminology
• Data entry
• Staff scheduling
• Record keeping
• Communication
• Office management
• Inventory management
• Chinese language proficiency
• Office Supply Management
• Office Equipment
• Administrative Support
• Trust Accounts
• Organizational Skills
• Adaptability
• Customer Service
• Computer Literacy
• Innovation
• Inventory Management
• Invoicing
• Long-Term Care
• Medical Terminology
• Nursing
• Proactivity
• Shift Scheduling
• Time Management
• Scheduling
• Filing
• Secretarial Experience

• Administrative
• Healthcare
• Customer Service & Support
• Human Resources
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Minimum education

Professional degree

Minimum experience

2+ years

Posting language

English

Working hours

40 hours per week