THE OPPORTUNITY

Working under the general supervision of the Clinical Manager, the Administrative Assistant provides clerical and administrative support to the nursing units and care operations. The position supports the day-to-day operations of Wing Kei by providing administrative assistance, maintaining accurate and confidential records, coordinating information, and supporting residents, families, staff, and other departments.

The Administrative Assistant role has three different primary focus areas:

- Unit Clerical
- Purchasing
- Reception

The primary focus will be assigned based on operational needs; however, the Administrative Assistant may provide support across all three areas as required. With the upcoming opening of our new Highland Park facility, both Full-Time and Part-Time positions are available.

Key Accountabilities

1. Administrative Assistant – Unit Clerical Focus

- Provides clerical support to nursing units, the Director of Care, and management.
- Supports pre-admission and admission processes and maintains resident files and records.
- Provides administrative support for the MDS program, including data entry and resident information updates.
- Maintains medical records, including current, archived, and discharge records.
- Records and transfers resident information such as weights and blood pressures for MDS purposes.
- Compiles, graphs, and distributes monthly statistics.
- Completes data entry and maintains various records and documentation.
- Receives and distributes mail and coordinates nursing correspondence.
- Prepares designated laboratory work and requisition forms under the direction of charge nurses.

2. Administrative Assistant – Purchasing Focus

- Maintains and monitors inventory levels for nursing units.
- Coordinates purchasing and procurement of supplies and materials.
- Receives, organizes, and distributes inventory to the appropriate units or floors.




- Maintains accurate purchasing and inventory records.
- Completes purchasing and inventory-related data entry.
- Prepares spreadsheets, reports, and other documentation related to purchasing and inventory.
- Communicates with internal departments and suppliers as required.

3. Administrative Assistant – Reception Focus

- Provides courteous and efficient reception and telephone services to residents, families, staff, volunteers, visitors, and the public.
- Responds to inquiries and provides information about Wing Kei and its services.
- Directs inquiries to the appropriate department or resource.
- Receives, distributes, and processes incoming and outgoing mail, faxes, and correspondence.
- Provides clerical support including document preparation, filing, data entry, and record maintenance.
- Supports weekend scheduling by identifying vacant or uncovered shifts and contacting available staff to arrange backfills, as required.
- Prepares spreadsheets, statistics, and reports to support operational needs.

THE INDIVIDUAL WHO WILL SUCCEED

- Is aligned with Wing Kei's mission, vision, and values and is committed to excellence in seniors care.
- Has completed a Business Administration certificate or equivalent.
- Has previous clerical, administrative, healthcare, purchasing, reception, or customer service experience.
- Demonstrates robust computer and word-processing skills.
- Demonstrates excellent written and verbal communication skills.
- Is organized, detail-oriented, and able to manage multiple priorities.
- Provides excellent customer service and works effectively with residents, families, staff, and interdisciplinary teams.
- Is able to work independently and collaboratively as part of a team.
- Maintains confidentiality and handles resident and organizational information with discretion.
- Demonstrates flexibility and willingness to support different operational needs.
- Is available to work weekends as required.

📌 Administrative Assistant – Care (Part Time and Full Time) (Calgary)
🏢 Chinese Christian Wing Kei Nursing Home
📍 Calgary