Office Administrator

Living Well Home Care provides high quality and safe Home Care to people living on the North Shore. We are accredited by Engage BC and contracted by the Health Authority. Please visit our website to learn more about us at livingwellhomecare.ca

We ae seeking an experienced Office Administrator to join our team. The position is part-time in our office in North Vancouver. We are flexible on which days you prefer to work between Monday and Friday and start and stop times can be negotiated. Total weekly hours will be 22.5 which equates to 3 days per week. Health and Dental benefits available after 3 months.

JOB DESCRIPTION

Report to: General Manager and RN Care Manager - Clinical Team Lead

Direct reports: Executive Director

Liaise with : Community Health Workers, Peer Mentor, Care Managers, Accounting Coordinator

Roles and Responsibilities: The Office Administrator is an experienced Administrative person who assumes responsibilities including:

· Answering and directing phone calls and taking messages as needed

· Updating Policy Manuals as directed by General Manager or RN Care Manager

· Ensuring all paperwork is up to date. This includes: Hiring Packages and Client Binders as well as CHW forms. Tax forms, mileage and Bus rates must be updated as needed on all existing paperwork including self-serve area for Community Health Workers (CHWs) and on SharePoint.

· Creating staff and client newsletters

· Sending out birthday cards to staff and clients

· Working with Media to secure Marketing opportunities in coordination with GM

· Providing HR support to Peer Mentor, GM and RN Care Manager

· Preparation of a Monthly/weekly reports for Management

General Scheduling Duties

The Office Administrator only provides very basic scheduling support as it relates to HR.

Process all CHW Vacation requests in liaison with GM (and in GM’s absence, with the RN Care Manager)

· Maintain field staff vacation in excel spreadsheet and follow flow of approving or denying time-off after consulting with Management

· Assist field staff with directions and bus information to client homes if required

· Address and document client/field staff concerns and complaints through input in Axis Care and forward to appropriate supervisor for follow up

· Provide information and document prospective client inquiries relating to requests for care and service

· Prepare and document client intakes for private clients)

· Prepare Weekly Hours and Under-Hours Report

Coordination of CHW’s / Human Resources Support

· Contact Applicants: The Office Administrator will be supplied with resumes that have been reviewed by Management/Peer Mentor and asked to call the candidates to schedule interviews with the Peer Mentor (or RN Care Manager if required).

· New Hires: Once a CHW has been hired, the hiring package is passed on to the Office Administrator so that they may set up a profile for them in Axiscare and enter all applicable information. If any paperwork is missing, Office Administrator is to bring it to the attention of GM or RN Care Manager

· CHW Time-Off/ Vacation: Once a CHW’s Vacation request has been approved by Management, book the CHW off in the calendar and cross check the Vacation spreadsheet on Share Point twice monthly to ensure there are no errors on their calendars

· Print by-monthly vacation report for schedulers and scheduling meeting

Executive Support

· Schedule all monthly, quarterly and annual meetings (strategic, operational, QI)

· Prepare agendas and minutes for all meetings including general staff meeting agenda, OH&S agenda and other meeting agendas and minutes as required by Management

· Maintain strategic and operating plan documentation

· Work with Accounting and RN Clinical Team Lead on tracking and reporting performance metrics

· Maintain Policy Manual, and co-ordinate additions and revisions in conjunction with General Manager and RN Clinical Team Lead

Office Support and Management

· Maintain iCloud system, SharePoint (to ensure all up to date documents are uploaded there and old are removed)

· Instruct all staff on use of the telephone, security alarm and xerox machine

· Ensure office keys are made and shared with new hires

· Maintain stationery and kitchen supplies

· Client files and record keeping

o Maintain and organize all client filing

o Scan client documents into Scheduling System in accordance with procedures

o Update Emergency Contact Lists and ensure Emergency drills are completed quarterly

· Office Administration

o Assist office staff with composing forms, letters, emails and correspondence as directed

o Update forms, manuals etc. as needed

o Create PPE Kits as required

o Ensure all office forms are updated and well stocked

o Track flu vaccinations for all staff during Flu Season (Dec 1 – March 31)

o Track and prepare ID badges

o Organization of all Company/community events, holiday gifts and / or social events for staff, ensuring we have supplies for community fairs.

Qualifications:

• Minimum 5 years’ experience in an office
• Ability to learn new software effectively
• Excellent Excel skills
• Excellent communication skills, both verbal and written
• Strong organizational and time-management skills are mandatory
• Ability to work and thrive in teamwork-focused environment is mandatory
• Ability to multi-task is mandatory
• Excellent telephone manner and clear articulation is required
• Medical background / medical terminology is preferred

Job Type: Part-time

Salary: $27.00 per hour

Expected hours: 22.5 per week

Benefits:

• Casual dress
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Schedule:

• Day shift
• No weekends

Education:

• Secondary School (preferred)

Language:

• English (required)

Ability to Commute:

• North Vancouver, BC V7M 2H5 (required)

Ability to Relocate:

• North Vancouver, BC V7M 2H5: Relocate before starting work (required)

Work Location: In person