Administrative Assistant

Under the direction or supervision of the Director of Care, the Administrative Assistant is responsible for creating a human habitat and providing care and services to meet the needs of the elders. The Administrative Assistant is committed to alleviating the three plagues of loneliness, helplessness, and boredom through facilitating small unexpected pleasures in the day to day life of the residents, and by surrendering institutional routines. This is based on the established policies and procedures, Philosophy, Mission, Vision & Values of Rosecrest Communities and the Eden Alternative™, the Administrative Assistant works cooperatively and respectfully with residents, coworkers, families, visitors and volunteers to create a positive and pleasant environment in our community.

PERFORMANCE REQUIREMENTS

DELIVERY OF CLIENT SERVICES & FINANCES

• Assists in the delivery of quality resident care, as it pertains to resident admissions and needs
• Completes and maintains supply of relevant forms for admissions including admission packages, lease agreements, consent forms.
• Completes appropriate forms when resident reaches age of 65 years and submits to NS Pharmacare Program.
• Assembles new financial file and entering in RIMA/forwards to Head Office.
• Sets up a process for timely review of admission packages and Lease Agreements with accepted admissions/families. Ensure ALL financial paperwork is completed prior to admission or notifies all parties the admission must be delayed.
• Faxes notification to MSI with information on admissions.
• Faxes Resident Account Charge application to Lawtons on all new admissions.
• Provides administrative and clerical support to the Accounts Receivable department in the maintenance of accounts.
• Manages day-to-day Resident Trust. Maintains the ledgers, disburses cash to residents from their accounts, receives payments from residents and families and processing receipts. Prepares monthly balance report and submits report to A/R department.
• Reconciles the facility Petty Cash. Prepares monthly balance report and submits report to A/R Department.
• Monitors resident personal spending and informs residents and families of any spending limits that need to be put in place to avoid residents having negative balances in their comfort allowance accounts. Notifies the resident’s POA/Responsible Person when funds are needed to replenish the resident’s Trust Account.
• Reviews Advanced Foot Care and Hair Care invoices at months end. Enters charges to RIMA accordingly.
• Runs INR report from Catalyst at months end and charges to RIMA accordingly.
• Enters AllPoints (Sagewood)/ East Hants Community Rider (Magnolia) Invoice on spreadsheet at months end using proper coding. Sends to A/R department once completed.
• Enters all Invoices to OnBase after appropriately coding.
• Attends monthly A/R meeting to discuss any outstanding issues.

DOCUMENT MANAGEMENT

• Maintain well organized filing systems that permits easy reference and rapid retrieval of information.
• Remain aware of and update schedules, schedule meetings, coordinate calendars.
• Provide accurate word-processing support by composing and/or editing a variety of documents including highly confidential material.
• Maintain licensing binder and documents with help of Director of Care.
• Take and distribute minutes for all meetings. (JOSH, Cottage Meetings, Professional Practice, etc.)
• Complete Financial Admission paperwork for new Residents with SDM / POA.
• Maintain confidential records and files.
• Research and assist with the preparation of policies and procedures.
• Review and edit documents.

ORGANIZING AND SCHEDULING

• Assist with organizing meetings and/or special events.
• Special organizational and research projects as directed.
• Ordering of office supplies
• Coordinate repairs to office equipment

QUALITY IMPROVEMENT

• Actively participates in quality initiatives including but not limited to; monitoring, data collection, planning and evaluating.

SAFETY

• Work to create a culture of safety for all.
• Ensure safe operation and maintenance of equipment.

EMERGENCY PLANNING

• Know and adhere to Fire, Emergency & Security policies and procedures.

COMMUNICATION

• Use a positive and respectful tone of voice when conversing with residents, families and staff.
• Proficient in verbal, written and electronic forms of communication.

CONFIDENTIALITY

• Maintains confidentiality of all personal and health information for staff and Residents of Rosecrest Communities

CREATING A HUMAN HABITAT

• Maintain safety of the resident environment
• Organize resident environment to accommodate personal choice and independence.
• Actively participate in Resident committees or programs

EDUCATION

• Attend and actively participate in educational and mandatory programs in order to increase personal knowledge and abilities.
• Maintain up to date records on Surge Learning for all staff

QUALIFICATIONS

1. Minimum 5 years of secretarial and/or clerical work experience and good grasp of English usage, spelling, grammar and punctuation – or equivalent.

2. Knowledgeable and proficient use of personal computer.

3. Proficient in Microsoft Office programs (Microsoft Word and Excel.)

4. Candidate must be very organized and able to prioritize tasks.

5. Ability to perform secretarial and clerical duties with deliberate speed and accuracy without immediate and constant supervision.

6. Candidate must be friendly, personable and able to build harmonious working relationships with residents, co-workers and the general public.

7. Ability to exercise good judgment in recognizing scope of authority and protecting confidential information a must.

HOURS OF WORK

Rosecrest Communities provides service 24 hours a day, 7 days a week. Hours of work will reflect operational requirements with the goal of providing safe Resident care

Rosecrest Communities