Office Administrator (PWLDV)

Casual Position

Role Overview

The Office Administrator will model a healthy Community culture in accordance with the Mission, Vision, and Core Values. As a key leader, the Office Administrator supports and reinforces the principles of the Eden Alternative, ensuring a Community where each individual thrives and contributes to a culture of respect, growth, and connection. Your leadership style and sense of priorities set the tone for the climate, so we need your assistance in nurturing a positive and supportive environment. The Office Administrator works collaboratively with the Care Partner Teams (residents, employees, peers, families, and volunteers) to provide person-directed services. In this role, the Office Administrator actively contributes to creating an environment where residents and Care Partners are empowered, the antidotes to the Three Plagues of loneliness, helplessness, and boredom are actively pursued, and where strong and caring relationships flourish. Our community uses the Eden Alternative definition of care to ensure that each person associated with our community has the opportunity to be their very best. In cooperation with the General Manager and corporate support, the Office Administrator Care Partner has administrative authority, oversight, responsibility, and accountability for functions and activities supporting Care Partners.

Key Accountabilities 

• Understanding the Eden Domains of Well-Being and working with the team to bring them to life daily.
• Being an advocate for those living and providing services in the Community, to help them become well-known and a part of the community life.
• Maintains a high level of professionalism at all times.
• Providing Community information and touring potential residents.
• Executing leases for rental suites and all requirements relating to this.
• Ordering and maintaining inventory of office, nursing and housekeeping supplies.
• Running errands for business. E.g. bank, post office, grocery and drug stores etc.
• Maintaining and updating all files, these include: Resident, Employee Care Partners, suppliers, and emergency contact name and phone numbers.
• Processing invoices for Residents, delivering invoices and receiving payment for the rent due. Tracking monthly changes for each resident invoiced.
• Receiving and processing all incoming and outgoing mail for the Community.
• Maintaining and ensuring an efficient payroll process for each employee care partner. Inputting payroll (Excel spreadsheet if applicable).
• Process and maintain all requirements of benefit plan and payroll forms.
• Provides recreational services as per the “Recreation Coordinator Care Partner Role” as required within community.
• With the required support from corporate management the Office Administrator may be designated for a period of time as “in charge” and may be responsible for the recruitment, interviewing, retention, supervision, promotion and regular growth planning for Care Partners. This may include applying performance management processes. (progressive discipline)
• Ensure the Emergency Management Plan is practiced and followed as required
• Apply the concern resolution process in a timely manner as required and respond to concerns/ issues and conduct appropriate investigations as they relate to care/services within the Community.
• Coordinate & oversee care partner planning and scheduling as per budget guidelines, including overtime and time off approval and vacation requests.
• Maintain self-wellness and reduced absenteeism within the team.
• Receiving and verifying goods and services, and forwarding all invoices as per Policy.
• Responsible for petty cash and reconciliation.
• Maintain guest suite scheduling and invoicing.
• Reporting and tracking all required reports for Residents and the Employee Care Partners.
• Maintains community bulletin boards.
• Ensure care partners have access to required forms/documents.
• Identifies health, safety or maintenance issues, and reports as required.
• Use of the following programs: Word, Excel, Outlook, Internet, Electronic Payroll Systems.
• Adhering to Wellness Strategies. 
• Maintain confidentiality of the Community including but not limited to accountability of all care partners.
• Performs other services/duties as assigned.
• Participate in after-hours on call.
• Manage and participate in after hours On- call process as required
• Performs other services/tasks/duties related to employee care partner role as assigned

Required Education 

• Grade 12 Diploma or recognized equivalent is required.
• Certificate/Diploma in Office Administration or equivalent preferred.
• Understanding of the following programs: Word, Excel, Outlook, Electronic payroll systems, and Internet.
• Must be able to read, write and speak fluently in English.  

Required Skills 

• Able to prioritize, re-adjust routines, and deal with repetitive activities.
• Ability to effectively deal with difficult and/or crisis situations.
• Commitment to person directed care approaches.
• Patience, active listening skills, verbal and non-verbal communication skills.
• A sense of humor and respect for everyone you have contact with.
• Flexibility and a willingness to modify role duties for the overall good of the Community and the Residents.
• Demonstrates an awareness/knowledge of the importance of health and safety; accident and injury prevention; and adheres to safe work practices and procedures.
• Must complete established Orientation/Training program within required timelines. 

Additional Education and Skills 

• Current familiarity with the Eden Alternative Philosophy and the Domains of Well-Being is preferred 
• Experience and training in coordinating recreation programs preferred.
• Completion of applicable courses; Prevention of resident abuse, customer service, infection control, MIP, dementia, WHIMIS. 

PWLDV10162026ADMIN