Adult Day Program – Administrative Assistant

About SPRINT Senior Care:

We began caring for seniors and enabling seniors to care for themselves in 1983. We continue to do so today as an accredited, not-for-profit community support service agency in Toronto by offering a wide range of practical and low-cost services to seniors and their caregivers. Our services help seniors stay safe, connected, and live as independently as possible. They also prevent premature or inappropriate institutionalization.

Position Type:

Bargaining Unit Position, Permanent, Full-time 5 hours per week, Days, Monday to Friday

Work Location:

In person

Job Summary:

Reporting to the Manager, Adult Day Program, and working in close collaboration with the Transportation Department, the Administrative Assistant is responsible for administrative and operational tasks that support the daily functioning of the Adult Day Program. Core responsibilities include billing and payroll entries, food purchasing and meal ordering, maintaining inventory of program supplies, mail outs, and provide day-to-day administrative support to program operations. In addition to the administrative duties, this position holds a key role in supporting client transportation needs for ADP members.

What you will do:

• Input and maintain, as directed, all data information requirements assigned such as AlayaCare entries for client information and accurate client billing, as well as discharging clients, as needed.
• Assist with the daily ADP Transportation routes.
• Coordinate and implement transportation service provision including daily communication with ADP members, caregivers, internal agency staff/volunteers, inter-agency partners, and referral sources.
• Receive, record and schedule client ride requests for the ADP tracking clients’ special needs for transportation purposes.
• Produce logistical schedules for service delivery updating in the drivers’ runs regularly as clients cancel or are put on hold.
• Work closely with TR Department Co-ordinators and drivers to troubleshoot the routes of drivers who are scheduled to transport clients to the Adult Day Program
• Support with ADP client drop-off and pick-up outside the ADP location at 1 William Morgan Drive, ensuring clear communication between SPRINT Senior Care drivers, ADP escorts, caregivers and third-party drivers, including Wheel-Trans or taxi cabs.
• Update all documents related to the delivery of smooth client services such as dietary needs, personal care needs, activity planning, attendance, MARS sheets, hospital transfer forms and other administrative forms.
• Communicate with caregivers and family members as needed to exchange information related to client needs.
• Maintain site supply orders, including inventory, purchasing and storage of food purchases, office supplies, paper products, and Personal Protective Equipment for the department.
• Assist with attendance by inputting client arrival and departure times and documenting changes in Alayacare, as needed.
• Organize and/or mail information related to client communications including welcome packages and attaching to Alayacare file when completed.
• Organize and maintain petty cash records.
• Provide administrative support at departmental meetings, ensuring agenda and minutes are recorded and distributed. Work collaboratively with staff team and volunteers.
• Attend organizational meetings, including Alayacare Best Practices, Transportation, and others as appropriate.
• Provide quality customer service when interacting with clients, volunteers, caregivers and the public. Participate as an active team member in all department initiatives and programs.
• Participate in Health and Safety and CQI (Continuous Quality Improvement) activities.
• Perform administrative responsibilities including word processing, excel, and database usage.
• Assist with the compiling of monthly statistics for ADP attendance and transportation usage.
• Other duties may be assigned by Adult Day Program Supervisor, Manager, or Director

What you will bring:

• Excellent administrative and organizational skills
• Two or more years of general office experience, working in a fast-paced environment, providing a high degree of customer service
• Completion of a college certificate or diploma in Office Administration or Business Administration
• Ability to handle sensitive situations with tact while respecting client confidentiality at all times
• Self-starter who demonstrates attention to detail, a high level of accountability and sound judgement
• Superior communication skills, both verbal and written
• Exhibits strong work ethic and takes ownership to complete a task from start to finish
• Quick learner
• Demonstrates flexibility and the ability to work effectively in a team environment
• Ability to work in a busy office environment with frequent interruptions
• Works well under pressure and demonstrates a sense of urgency in completing time sensitive tasks
• Demonstrates effective organizational, multitasking and problem-solving abilities
• Demonstrates computer skills at an advanced level for the use of the Internet and the following Microsoft Office applications: Word, PowerPoint, Publisher, Excel and Outlook
• Demonstrates an advanced level for database concepts and structures. Exposure to Alayacare databases and/or Novus MED transportation scheduling software is an asset
• Working with seniors with dementia is an asset.

Salary: 

 CA$41,241.20 per year

Our Caring Workplace:

Working at SPRINT Senior Care, you’ll have the opportunity to be a part of a passionate team committed to providing client-centred, high-quality services to seniors in our service area. SPRINT Senior Care’s inclusive environment is one of many benefits for staff, including SPRINT Senior Care’s dedication to staff wellness, a comprehensive benefits package for eligible employees, and comprehensive training and tuition reimbursement programs.

How To Apply 

To submit your application click here:Adult Day Program – Administrative Assistant – East York, ON M4H 1N6 – Indeed.com

SPRINT Senior Care encourages applications from candidates who reflect the diversity of our community.

SPRINT Senior Care is committed to inclusive and accessible recruitment practices in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disability Act (AODA). Reasonable accommodations are available on request for candidates with disabilities taking part in all aspects of the selection process.