Office Manager

Job Overview:

We are seeking an experienced and organized individual to fill the position of Office Manager. The ideal candidate will be responsible for overseeing various administrative functions, with a specific focus on IT support, health and safety compliance, quality improvement initiatives, effective communication strategies, board governance, and managing office phone systems, including overseeing the Nurse Call system. This role plays a crucial part in ensuring the smooth operation of our facility and contributing to the well-being of our residents and staff.

Required Qualifications/Experience:

· Relevant university degree or college diploma is preferred

· 1- 3 years’ experience in office management, with a focus on IT

· Familiarity with long-term care regulations and industry best practices.

· Strong organizational, leadership, and problem-solving skills.

· Previous experience with governance is preferred

· Excellent communication and interpersonal abilities.

· Proficiency in Microsoft Office Suite and relevant IT applications.

Key Accountabilities:

Quality Improvement:

· Lead quality improvement initiatives, working closely with department heads to identify areas for improvement and implementing strategies to enhance overall service delivery.

· Establish and monitor key performance indicators (KPIs) to assess and improve the quality of care and services provided.

· Coordinate and participate in quality assurance reviews and accreditation processes.

· Assist in arranging and monitoring completion of education in the facility

Health and Safety Compliance:

· Administration of JHSC Committee, monthly and annual audits, maintain the communication board, creating meeting minutes and assigning tasks

· Work through deficiencies found in audits, finding and implementing health and safety solutions

· Assist in the development of health and safety policies and procedures, and support the initiatives

Communications:

· Develop and maintain effective communication channels within the organization, fostering a collaborative and transparent work environment.

· Ensure timely and accurate dissemination of information to staff, residents, and family members through various communication channels.

· Administration of meetings, including minute taking, as assigned

· Ensure AODA compliance within the organization

· Ministry reporting requirements as assigned

Board Governance:

· Support the CEO and Board of Directors in the development and execution of governance policies and procedures.

· Coordinate board meetings, prepare meeting materials, and ensure compliance with governance guidelines.

· Serve as a liaison between the Board and organizational departments, providing timely updates and facilitating effective communication.

· Support annual general meetings, including assisting in the preparation of materials and list of attendees

Information Technology Support:

· This position is the liaison between our IT provider and our employees. Provide onsite trouble shooting and escalation of issues to IT provider

· Support the implementation and maintenance of IT systems in conjunction with our external provider, ensuring seamless operations and troubleshooting issues as they arise.

· Collaborate with external IT vendors to optimize system performance, enhance cybersecurity measures, and stay abreast of technological advancements relevant to the long-term care industry.

· Train staff on the use of relevant software and technology tools, fostering a tech-savvy environment.

· Manage office phone systems for the complex.

Communication and Media System Management:

· Oversee the office phone systems for the complex, ensuring reliability and functionality.

· Collaborate with vendors to address phone system issues, upgrades, and improvements.

· Manage and coordinate the Nurse Call system to ensure timely response to resident needs.

· Negotiate and implement contracts for media, internet and television

Please apply by February 7, 2024. Shalom Manor and Gardens welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. We thank all applicants for their interest. Only those selected for an interview will be contacted.

#SMHP

Job Type: Full-time

Salary: $58,000.00-$63,000.00 per year

Benefits:

• Dental care
• Extended health care
• Life insurance
• Paid time off
• RRSP match

Work Location: In person