Unit Clerk (Sunnyside Home)

The Role

Provides clerical support to Sunnyside Home nursing staff. 
 

Duties/Responsibilities

• Organizes dental, foot, and optometry clinics for residents. Informs residents of clinic dates by creating posters, printing and distributing schedules. In consultation with team leaders and Coordinator, Resident Care, schedules appointments and maintains waiting lists. 
• Organizes resident care conferences; books meeting rooms, creates schedules, and notifies staff involved. Mails survey letters to residents’ family and tabulates results for Sunnyside Home management.
• Prepares new admission packages, ensuring packages are accurate and complete. Takes and maintains resident’s photos. Creates and maintains all resident/clients lists. 
• Orders ID bracelets as required. Performs quarterly audit of resident health cards; distributes new cards and addressographs to appropriate houses along with photo information data sheet for residents’ charts.
• Drafts, creates, and revises forms as required by Resident Care staff. Maintains, orders, and stocks required forms on each floor, and in the records room. 
• Collects and maintains monthly data regarding the use of incontinence products by residents. Contacts supply company for re-ordering. Provides monthly spreadsheets to Director, Resident Care.
• Under the direction of Coordinator, Fundraising & Promotional Events, collects, formats and inputs submissions for the monthly newsletter. Notifies all departments of deadlines for the newsletter submissions. Submits newsletter to Corporate Publishing, distributes copies of newsletter to appropriate areas within Sunnyside Home.
• Provides clerical support to the Resident Care Quality Improvement Team, accreditation process and Continence Team.
• Distributes Sunnyside Home mail. Complete facilities work requests for room maintenance. Maintains staff files on nursing units and revises as required.
• Maintains files for deceased and discharged resident. Prepares discharged resident charts for retention in accordance with Regional policy and Provincial legislation.
• Arranges transportation of residents; notifies MobilityPLUS of resident discharges, deaths and changes in transportation aids required. Adds MobilityPlus numbers to the GoldCare system.
• Assumes the duties and responsibilities of the Administrative Communications Clerk at the switchboard as required in the absence of those incumbents.
• Performs other related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of general office procedures, and word processing, normally acquired through the attainment of a Grade 12 secondary school education plus 2 years of related office experience in a long-term care facility.
• A tuberculosis (TB) test and annual influenza immunization are required.
• Knowledge of the operations of a long term care facility and Sunnyside Home, Regional policies and procedures, Health Information Act, Municipal Freedom of Information and Protection of Privacy Act, and records requirements of the Ontario Public Health Standards.
• Communication and organizational, to process and relay information; respond pleasantly and professionally to simultaneous demands; communicate effectively with staff, residents, families, and the public with patience, tact, and diplomacy; and participate as an effective team member.
• Ability to read e-mails, notes, instructions, and resident documentation. 
• Ability to write and compose e-mails, minutes, and correspondence; prepare file labels; and maintain various lists. Ability to edit the Sunnyside Home newsletter. Ability to convey information clearly and communicate appropriately with staff, residents, families, and community health care providers, maintaining confidentiality relevant to personal health information; ability to refer residents to appropriate staff if assistance is required.
• Computer skills using software such as MS Office, Point Click Care, DOCS, and the Internet. Ability to operate a switchboard console and two-way radio in order to provide backup for switchboard and reception coverage.
• Must provide an acceptable Vulnerable Sector Police Records Check.
• Ability to support and demonstrate the Region’s values.