ABOUT US:
At West Coast Seniors Housing Management, we see our communities as a family and we are equally committed to our residents and our staff. We provide an engaging work environment and treat each other with respect and dignity. We invest in the growth and development of our teams to actively participate in the creation of memories and moments that matter to our residents.
SUMMARY OF POSITION:
Reporting to the General Manager and/or designate, the Administrative Coordinator may provide confidential administrative support to the General Manager and other members of the management team. Central responsibilities include Financial Management (may include trust account maintenance), Reception (either full time or coverage for breaks), and entering Admission, Discharge & Transfer data into the Resident Management System (RMS), and Care Management System (CMS). An ability to communicate effectively with staff, residents and their families is essential. This position may also require a good working knowledge of the facility
Collective Agreement(s) to ensure Articles are adhered to, including:
scheduling, leave of absences, seniority, vacancy postings, overtime, shift premiums and sick time allowance.
RESPONSIBILITIES:
Include but not
limited to:
- Be an engaged collaborative team player, developing and maintaining professional relationships that support and strengthen the organizational culture and purpose.
Financial Management
- Perform
a variety of duties related to the financial management of the organization
such as preparation of financial reports, coding all accounts payable invoices,
monthly bank reconciliation, and collections of past due accounts.
- Set
up Electronic Funds Transfer (EFT), discharge resident refunds, invoicing to
third parties (i.e. MHR, DVA, Health Authorities, BC Housing) and annual
resident income tax statements.
- Process
deposits and complete daily bank runs (if applicable).
- Maintain
the petty cash fund by performing duties such as maintaining records of
transactions, requesting additional money as required and completing related
reports.
- Participate
in maintaining the Resident Trust Fund by performing duties such as receiving
requests, recording transactions, maintaining ledger accounts, advising
resident/families when additional funds are required and reconcile trust
account monthly.
- Report
monthly financial reconciliations to Head Office (if applicable).
- Process all payables related items to include supplier invoices, purchase orders and receiving reports (if applicable). Processing payables includes: attach payables processing form to invoice ensuring correct coding and distribution of charges. GM to authorize all invoices prior to submittal to Head Office.
Administration
- Produce a variety of confidential documents for the General Manager and management team members including correspondence, memos, reports, minutes, budget statements and meeting agendas using a range of word processing and spreadsheet software packages (if applicable).
- Design and maintain records, files and distribution systems for correspondence, reports and minutes within the Administration area. Maintains resident records and storage of terminated records.
- Complete forms as needed for the Health Authority and Stats Canada.
- Performs a variety of duties related to the staffing for the facility including maintaining timekeeping records for staff for payroll purposes, as well as, maintaining related records such as staff names, addresses, phone numbers and availability for work.
- Answers the telephone, greets and screens both callers and visitors, responds to requests by providing information directly or directing inquiries to appropriate individuals within the organization (if applicable).
- Receive and process all incoming and outgoing mail and screens for appropriate distribution within the organization. Prioritizes items for immediate action (if applicable).
- Produce
purchase order ensuring a copy of both the purchase order and the receiving
report is attached to the invoice. Submit to Head Office A/P dept. on a weekly
basis for processing. File all invoices and documentation once returned from
A/P dept (if applicable).
- Maintain
stock of office supplies and materials for organization through review of stock
on hand, and completion and forwarding of purchase orders to suppliers, working
within budget constraints. Receives and
verifies supplies and investigates and resolves any discrepancies (if applicable).
- Supervision
of Reception staff (if applicable).
- Management of Admit, Transfer
and Discharge information on all residents in CMS on a timely basis.
- Maintenance of resident
contact information in RMS.
- Performs RMS maintenance of
residents accounts (admissions and discharges), and admission agreements.
- Run “Occupancy”, “Assessments
Due”, and other CMS Reports as requested by the GM or DOC.
- Other CMS related duties as
assigned by the GM, which may include adding the photo of each new resident.
QUALIFICATIONS:
- Grade
12 plus graduation from a formal Business Administration or Commerce program.
- Knowledge
of basic accounting procedures, reconciliation and bookkeeping.
- Minimum of two to three years recent related experience.
- Demonstrated
ability to type a minimum of 50 wpm. Proficient in the use of varied word processing and spreadsheet software
packages. Proficient on Excel and
Outlook.
- All
successful applicants must pass the vulnerable sector Criminal Record Check
applicable to Provincial guidelines.
SKILLS AND ABILITIES:
- Good communication skills and the
ability to write and speak English.
- Good interpersonal skills and ability to
effectively interact with the various individuals involved in providing
holistic care in a flexible resident focused environment.
- Ability to work effectively with multiple critical timelines. Strong leadership qualities, including managing performance management of team and building and maintaining trust with staff, residents/tenants and external business contacts.
West
Coast Seniors Housing Management
is an equal opportunity employer.
