Job Summary

The Administrative Assistant for the Supportive Living home is central to ensuring the home operates smoothly and efficiently. The position performs a wide scope of administrative duties related to finance, human resources, and the daily functioning of the home. The Administrative Assistant also communicates and collaborates with a multitude of stakeholders both internally and externally. This position reports directly to the Manager, Supportive Living.

Responsibilities

- Handle all incoming communications including phone calls, responding to information requests, making appointments, and fielding inquiries.
- Open and prioritize mail; prepare mail outs.
- Assemble meeting agendas, take minutes, and distribute accordingly.
- Keep an ongoing task list for the Manager based on emails, requests, and deadlines.
- Stock office and medical supplies and maintain office equipment as required.
- Orders, receives and stocks household supplies and medical supplies as needed.
- Ensure all files are up to date and in an organized system.
- Support Recreational Programmers in organizing daily operational duties.
- Send email communications as directed by the manager to staff and parents, outside stakeholder and agencies.
- Coordinate communication from and to external stakeholders (e.g., Ministry of Education and Ministry of Social Services) as needed.
- Arrange transportation for the children and inform schools, parents, caregivers, and MSS of appointments as needed.
- Runs errands and transport children and staff as needed.
- Coordinate family visits as needed.
- Coordinate and schedule service providers for house maintenance as needed.
- Book licensing appointments for annual inspections and maintenance as needed.




- Collect Requisition Forms from staff members and ensure all necessary information is included before passing it on for manager approval.
- Keep track of expenditures and prepare month end finance reports: balance petty cash, send receipts, and finalize the budget tracking sheet.
- Submit month end attendance spreadsheets and hour spreadsheets for contractual billing.
- Print off month end house documentation, gather quotes and fill out requisitions.
- Update house budget spreadsheets daily.
- Create and send internal job postings via email as requests come in by the Manager.
- Support the recruitment of new employees by communicating with job applicants, scheduling interviews, and responding to emails.
- Administer the new hire package and other employee related forms.
- Assist with the onboarding, orientation and offboarding of employees.
- Routinely update contact lists and ensure staff files are kept up to date.
- Audits employee required training, annual review dates and completes documentation of annual increases and position changes.
- Schedule annual staff reviews and coordinate times with the Manager’s calendar.
- Collaborate with Finance and HR as needed.
- Complete any other task as delegated by the Manager.

Occupational Health and Safety

- Create a psychologically safe work setting (resolve conflicts in respectful ways and ensure a fair resolution,



provide an environment where employees feel safe and supported to share ideas, listen, learn from, and seek to understand the ideas of others).
- Complete all required OHS training.
- Monitor, report and resolve any safety hazards in the work environment.

Qualifications

- Office education or secretarial certificate/diploma and/or comparable combination of training and experience.
- Two years’ experience in an administrative assistant position.
- Experience working as a medical office assistant an asset.
- Must have a valid driver's license.

Skills and Abilities

- Excellent written and verbal communication skills.
- Exceptional organization and time management skills.
- Strong collaborator and team player; able to establish and maintain effective and professional working relationships both internally and externally.
- Able to work independently.
- Advanced computer skills in the use of word processing, spreadsheet, and database packages (i.e., MS Word, Outlook, Excel, PowerPoint and Access).
- Knowledge of and experience with common office procedures.
- Minimum 50 wpm typing speed.

Work Environment

- Monday to Friday – typical office hours - start and end times are based on operational need.
- Exposure to unpredictable behaviors.
- Fast paced, noisy work environment.
- Exposure to:
- cleaning chemicals and products
- needle sharps
- blood and body fluids

- Can have long periods of time sitting.
- Physical ability to perform and safely work with objects or persons of varying sizes:

- Exertion of ~100 lbs of force occasionally.
- Exertion of ~50 lbs of force regularly.
- Exertion of ~25 lbs of force continuously.

- Use a variety of adaptive equipment.

M-F 9-530

📌 Administrative Assistant SL (Regina)
🏢 Hopes Home
📍 Regina