Requisition Title

Administrative Assistant II - Seniors Services

Close Date

13 May 2026

Contract Type

Permanent - Full Time

Location

Penetanguishene, ON L9M 0V3 CA (Primary)

Job Description

POSITION SUMMARY

The Administrative Assistant II (Seniors Services) is responsible for all office procedures including reception, resident services support, staff support, human resources liaison, accounting, data input, file management, purchase requisitions, and administrative support to Home’s management. As a valued member of Seniors Services, the Administrative Assistant demonstrates a commitment to Resident Safety by providing quality care in accordance with the organization’s mission and vision.

DUTIES AND RESPONSIBILITIES (not listed in order of priority)

• Provides key role in responding to inquiries or requests from residents/tenants/clients, families, staff, volunteers, service providers and the general public. Ensure excellent customer service, whether in person or virtually via email, telephone, direct messages or other virtually messaging platforms. Respond to questions and requests as required and maintains the general inquiries e-mail in-box, disseminating messages and information requests appropriately.
• Receive all incoming telephone calls, direct messages and visitors providing program information and/or assistance and direct them as appropriate.
• Process all incoming, outgoing mail and arrange courier shipments as required.
• Provide administrative support through ensuring that office equipment is in good order (ensuring all is operational including adequate supplies on hand).
• Provide administrative and clerical support to the Seniors Services Leadership team and staff in administrative tasks such as calendar management, editing and organizing documents including word processing, writing letters, processing mail, assisting with briefing notes and presentations, creating files, scheduling meetings, booking boardrooms, taking and distributing minutes, data entry, making photocopies, sending faxes, drafting correspondence, filing, etc.
• Data entry of staff, residents/tenants/clients and other statistical information into databases as required. Run reports from various sources and distribute them to the Director of Seniors Services or Department Heads as requested.
• Prepare and coordinate all admissions under the direction of the Director or delegate. The admin assistant acts as the administrative admission representative for the home. Ensure all information as required under the Retirement Home Regulatory Act and Ontario Legislation is provided to residents and families and that all regulated documents and agreements are filled out and signed by the appropriate representative of the home and by the residents/tenants/clients or POA.
  • Ensure previous residents/tenants/clients belongings are packed (if applicable) and all picked up, and that all areas are completed coordinating with maintenance for room preparation, ready for the new resident admission.
  • Set up new residents/clients in Point Click Care, prepare necessary chart and business files and coordinate all aspects of the admission.
  • Entering of additional admission information, uploading pertinent signed papers into Point Click Care.
  • Facilitate and coordinate move-in and move-out paperwork for resident’s physicians
• Maintain resident health cards, updating residents’ address with Ministry of Health and ensure all health cards are up to date.
• Facilitate record