Position Reports to the Executive Director

1. Main Purpose

· To plan, organize, and direct the home’s administrative operations, including resident trust and billings, payroll and resident business files.

· To provide leadership, direction and coordination of administrative services, including oversight of Receptionists and Administrative Assistant team members.

· To partner with Finance Department on resident billings, trust and accounts receivable

· To partner with the People Department on payroll

· To develop administrative systems, businesses processes and procedures as required.

· To assist with the development and implementation of department goals, objectives, policies and procedures.

· Follows all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act and corporate/departmental policies and procedures.

2. Major Responsibilities

(40%) General Administration

· Establish internal mechanisms and audits to ensure records (paper and electronic) are utilized, stored, maintained, retained and destroyed as Yee Hong policy.

· Maintains confidentiality of all financial and resident data; files are archived as required. Establish systems to ensure all standards and regulations are adhered to on an ongoing basis.

· Coordinates and completes resident admission agreements with new residents, updates required changes in the system for financial records, powers of attorney or other demographic resident information. Coordinates communication of such changes to required parties within the organization.

· Distributes annual renewals for resident contracts, maintains and audits business files for completion.

· Maintains resident census in electronic documentation system and monitors to ensure accuracy of information and that required regulations are being met (casual, vacation leaves for residents).

· Acts as back-up to complete tours of the home for prospective clients upon request.

(25%) Financial

· Plan, assign and organize Yee Hong billing and trust functions, in conjunction with the Finance Department.

· Coordinate the accounts payable, accounts receivable, petty cash, donations, general payroll functions.

· Stores, maintains and destroys financial information for home.

· Provide expertise and research assistance to the Executive Director and other department managers.

(25%) Staff Supervision

· Schedule, direct, supervise and train administration staff, including students.

· Approve time sheets and time off requests, record attendance, monitor performance, conduct performance appraisals and take disciplinary action as required.

(10%) Information Technology System Administration

· Consult with department staff and management to determine requirements for the design, testing and implementation of Yee Hong suite of software.

· Maintain system security, provide troubleshooting and liaise with program developers to ensure integrity and efficient operation of program.

· Act as computer services liaison with information technology department. Initial troubleshooting of computer issues and coordination of on-site Information Technologists visits.

· Proficient in Time & Attendance software, Resident Care planning software and Accounts receivable software.

· Requests staff set-up of passwords for computer and PCC access.

Qualification:

· 3-year college diploma, Business Administration or equivalent

· Minimum 5 years' experience, including supervisory

Analytical and Problem Solving

Identifying problems and analyzing situations and/or information using a broad range of criteria and guidelines. Developing solutions in response to problems that are somewhat complex. Analyzing somewhat complex material using multiple systems. Comprehension of specialized materials (legal, technical or professional).

Ex. Rate reduction calculations, analyzing Fixing LTCA and supporting regulations.

Communication Skills

Broad range of communication skills, including interaction to exchange information within and/or outside the workplace. Specialized communication skills when regularly dealing with matters of a confidential or contentious nature, within and/or outside the organization. The employee may act as the "public face" of the organization on limited matters relating to the individual's job functions. Draft complex documents that are shared within and outside the organization.

Ex. Interactions with family members, residents, team members.

Strain from Lack of Control over Work

Regular demand on energy. Employees have regular interruptions or changes to workflow/pace imposed or controlled by others OR work demands are regularly changed by others.

Employees have little control over or notice about switching tasks. Typically, there are several sources of work demands. There are unexpected daily changes in deadlines, and/or working extended hours of work to meet deadlines and/or demands.

Ex. Regular interruptions from team members, residents and family.

Physical Effort

Light body fatigue. No muscle tiredness, soreness or fatigue. Activities such as sitting at a desk, looking at computer screen, lifting light weights such as files. Infrequent breaks or change in defined activities.

Ex. Desk/office job.

Mental Effort

Moderate mental fatigue as per the definitions for most of the day. Frequent breaks or change in defined activities.

Ex. Staffing issues. Counseling in non-crisis situations. Interpreting ministry requirements.

Responsibilities for Resources

Decisions where precedents exist. Considerable time or expense to correct errors. Indirect budgetary responsibility with advice/action having long-term repercussions affecting the organization or Direct budgetary responsibility (up to $500,000).

Ex. Up to $500,000 in discretionary expenditures related to salaries and wages.

Responsibility for Others

Work directly or indirectly affects the safety, well-being or interests of others because of responsibility for:

• identifying needs and recommending actions;
• providing expert advice or professional recommendations;
• overseeing the implementation of programs; and/or
• evaluating programs and making recommendations;

Having a long-term effect or consequences affecting a work unit/function/department.

Ex. Responsible for the financial welfare of Yee Hong home residents.

Staff Supervision

Full supervisory responsibility in making recommendations for hiring and firing, delegation of work and completing performance appraisals.

Recommend disciplinary action when necessary.

Ex. 3.0 FTE

Working Conditions

Rare undesirable/disagreeable physical conditions and rare undesirable/disagreeable social conditions.

Ex. Rare team member, resident or family issues.

Please apply before:

Salary Range:

INTERNAL APPLICANTS: PLEASE APPLY THROUGH THE JOBS HUB

Our people are our greatest strength and the core of our success. We invest in our employees' wellbeing and support their ongoing learning and development. We offer:

• Competitive total compensation package

• Multi-employer pension plan

• Professional development opportunities

• Ongoing learning and development

• Employee education assistance program

• Award winning corporate culture

• Safe, inclusive and supportive work environment

Yee Hong is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the bona-fide requirements for the open position. If contacted for this employment opportunity, please advise if you require any accommodation.

Successful applicants must provide a recent satisfactory vulnerable sector police reference check and medical clearance certificate.

Our hiring process involves the use of Artificial Intelligence (AI) to assist with screening of the applicants’ resume. 

This job is posted to fill an existing vacancy.