Company Overview

Maple Villa is an independent 93-bed licensed long-term care home located in Burlington, Ontario. Maple Villa is fully accredited by Accreditation Canada and has been providing quality resident and family-focused care since 1971. We continually strive to make a difference, to provide Person and Family-centered care and provide services where safety is a priority.

Our interdisciplinary team are committed about the care for our residents, staff, families and volunteers and are consistently reflecting on practices and areas of improvement to provide exceptional, individualized, culturally competent care to our residents and maintain a strong and dedicated health care team.

We are opening a new Home in January 2027 that will support 256 residents in our community! The new Maple Villa is located on Palladium Way in north Burlington.

Job Overview

Under the direction of the Business Manager, the Administrative Assistant/Payroll Coordinator is responsible for supporting the day-to-day general office administration operations, including preparation of the biweekly payroll process. In addition, this position may provide frontline reception and will be the key contact with service providers, clients, and customers. The incumbent will ensure that continuous quality improvement outcomes approved for the Home are met or exceeded, and demonstrate dedication to professional values and the mission, vision and values of the Home. Implements a culture focusing on resident and team member experience where we embrace “Better Living” by creating communities where ALL residents, families and staff thrive.

Core Competencies

- Accountability/Dependability
- Adaptability/Flexibility
- Communication
- Continuous Learning
- Customer Service
- Decision Making
- Integrity
- Leadership
- Planning and Organizing
- Problem Solving
- Results Orientation/Initiative
- Teamwork
- Technical Credibility
- Accuracy/Attention to Detail
- Computer Literacy/ IT Proficiency

Qualifications

- Secondary School Diploma
- Minimum 2 years’ office experience
- Post-Secondary Diploma in related field an asset
- Payroll designation or significant direct, hands-on payroll experience required
- Strong computer skills with a demonstrated ability to use a variety of software programs including Payroll, HRIS and scheduling software experience an asset
- Excellent organizational and time-management skills
- Experience processing payroll with ADP is an asset
- Proficient at balancing multiple tasks and setting priorities in a fast-paced environment




- Ability to communicate accurately with high attention to detail and maintain confidentiality
- Customer Service experience an asset
- Experience working with multiple collective agreements an asset

Hours of Work

- Available 7 days per week
- Flexible hours

Main Duties and Responsibilities

- Act as first point of contact for the organization regarding telephone and in-person inquiries from residents, family members, community partners and other parties
- Refer all inquiries to the appropriate individuals or departments across the organization
- Provide the home with IT support
- Bi-weekly preparation and processing of payroll
- Maintain Resident Census and billing records
- Monitor inbound/outbound mail and courier
- Establish working and filing systems to ensure office documentation meets legal and legislative standards
- Assist in maintaining resident trust accounts and petty cash
- Reconcile cash floats (ex. bar, tuck)
- Responsible for Bank Deposits as directed
- Assist in preparing resident agreements
- Assist in marketing related activities
- Participate actively in morning huddles and management meetings as required
- Must actively participate in ongoing educational opportunities
- Maintains office supply inventory
- Assist in obtaining employee file documentation requirements
- Accountable to develop leadership in others

· Ensure a protected workplace and abide by the Occupational Health & Safety Act, in particular Section 27, Duties of Supervisor

- Must actively participate in ongoing educational opportunities

· Champion diversity, equity and inclusion initiatives that create a psychologically safe environment for residents, staff and others

The duties and responsibilities outlined above are representative but not all-inclusive.

Special Demands

Behavioural:

- Participates as a team player and cooperates with other departments
- Must possess patience and tact dealing with resident's needs, families and dealing with multiple demands at one time
- Must be organized and able to set priorities
- Must have a genuine interest in the care of the elderly and vulnerable adults

Ethical:





· Practices in a professional manner

· Commits to fostering an inclusive and welcoming workplace

· Values diversity and respects the rights of individuals regardless of background, identity or experience

· Demonstrates honesty and integrity in all work dealings

· Maintains confidentiality

Working Conditions

Physical Effort:

Long periods of sitting

While performing deskwork – writing, typing

and using computers

Frequent walking, turning, bending,

stretching

While doing various office tasks

Finger and hand dexterity

Using equipment

Traveling

Doing office business, mail, banking

Sensory Attention:

Reading

Reports, mail, memos, constant flow of paper

information

Listening

Telephone, equipment noises, interviews

and consultations

Concentration

Many interruptions

Writing

Office reports, minutes, memos, accounting,

letters

Visual

Computer, accounting equipment

Mental Stress:

Peacekeeping role

Residents, families, health care providers

Expectations

Meeting daily workload within time allotted.

Public Relations

With community groups, residents, families,

staff and interagency relations

Unpredictability of events

Crisis intervention

Occupational Risks:

Exposure to chemicals, infections

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Posting & Recruitment Disclosure

This is a new position within Maple Villa Long-Term Care Centre.

Maple Villa LTCC may use artificial intelligence (AI) tools to support certain aspects of the recruitment process. AI does not make hiring decisions on behalf of Maple Villa. All hiring decisions are reviewed and made by members of our team.

Maple Villa Long Term Care Center is an equal opportunity employer and accommodations are available upon request for applicants with disabilities throughout the recruitment process. Should you require an accommodation, please let us know.

Pay: $50,986.00-$55,188.89 per year

Benefits:

- Dental care
- Disability insurance
- Extended health care
- On-site parking
- Paid time off
- RRSP match

Application question(s):

- Do you hold a payroll designation or have significant direct, hands-on payroll experience?
- Do you have experience processing payroll with ADP?

Experience:

- office: 2 years (preferred)

Work Location: In person

📌 Administrative Assistant / Payroll Coordinator (Burlington)
🏢 Maple Villa Long Term Care Centre
📍 Burlington