The Role

Provides clerical support to nursing staff at Sunnyside Home.

Works as part of a multi-disciplinary team to create a caring, person-centred, homelike environment where residents feel listened to and cared about.

Duties/Responsibilities

• Works as a part of multi-disciplinary team, provides person-centred service to residents and their partners in care. Takes the time to know and engage with residents, supports a homelike environment.
• Organizes and informs residents and staff in the homes regarding dental, foot, optometry clinics and other services, as required. Schedules appointments and maintains waiting lists in consultation with team leaders and resident care leadership.
• Organizes resident care conferences by booking meeting rooms, creating schedules, and notifying staff and families/powers of attorney. Conducts audits of admission and annual care conferences to ensure compliance with applicable legislation, notifies management of any non-compliance.
• Prepares outgoing mail for residents and their partners in care, tabulates results. Posts internal communication.
• Responds to resident or family member concerns and ensures appropriate action is taken within decision-making authority and/or brings to the attention of management.
• Prepares, orders and assembles new admission packages ensuring accuracy and completion.
• Takes and maintains photos for resident files, medication carts and other requirements for provision of care.
• Creates and maintains current resident/client lists.
• Conducts monthly audits of roam alert system.
• Drafts, creates, and revises forms as requested. Maintains, orders, and stocks forms.
• Maintains quota records for continence products based on individualized resident needs. Prepares and packs daily continence products for each home area for each shift.
• Collects, formats, and inputs information for newsletter submissions, notifies staff regarding deadlines, submits for printing, and distributes newsletters throughout the Home.
• Provides clerical support including scheduling, attending meetings and taking minutes.
• Distributes mail throughout the Home.
• Submits facilities work orders for resident room maintenance.
• Maintains files on home areas and revises as required.
• Maintains files for deceased and discharged residents per corporate retention policies and legislation.
• Assists with arranging resident transportation and transfers.
• Communicates with residents and their families.
• Orders supplies.
• Provides reception coverage as needed.
• Keeps knowledge current through in-service training and communications. Demonstrates/explains work procedures to help train volunteers and/or new staff as directed.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge and skill in administrative and office procedures normally acquired through a Grade 12 education plus 2 years of administrative experience in an applicable health care setting.
• Must have a tuberculosis (TB) test and required immunization(s).
• General understanding of long-term care home operations and the geriatric population.
• Knowledge of and ability to comply with policies, procedures, related legislation (e.g., confidentiality and privacy), and public health standards.
• Organization and time management skills to multi-task amid changing priorities and interruptions, and work independently.
• Ability to demonstrate compassion, validate emotions, support dignity, and promote understanding of those we serve.
• Communication and interpersonal skills to respond courteously and professionally to demands and in interactions with other staff, residents, visitors, and families; demonstrate a customer care/service approach; and participate as an effective team member.
• Ability to read and understand notes, instructions, and resident documentation.
• Ability to write meeting minutes, correspondence, maintain lists, and proofread newsletter content.
• Computer skills with ability to use software such as Microsoft Office, Ministry applications (e.g., OTN) and an electronic healthcare system (e.g., Point Click Care).
• Must provide an acceptable vulnerable sector police check.
• Ability to support and demonstrate the Region’s values.