Retirement Homes Jobs

Reporting to the General Manager and/or designate, the Administrative Coordinator may provide confidential administrative support to the General Manager and other members of the management team. Central responsibilities include Financial Management (may include trust account maintenance), Reception (either full time or coverage for breaks), and entering Admission, Discharge & Transfer data into the Resident Management System (RMS), and Care Management System (CMS). An ability to communicate effectively with staff, residents and their families is essential. This position may also require a good working knowledge of the facility Collective Agreement(s) to ensure Articles are adhered to, including: scheduling, leave of absences, seniority, vacancy postings, overtime, shift premiums and sick time allowance.

Responsibilities

Include but not limited to:

Financial Management

Perform a variety of duties related to the financial management of the organization such as preparation of financial reports, coding all accounts payable invoices, monthly bank reconciliation, and collections of past due accounts.
Set up Electronic Funds Transfer (EFT), discharge resident refunds, invoicing to third parties (i.e. MHR, DVA, Health Authorities, BC Housing) and annual resident income tax statements.
Process deposits and complete daily bank runs (if applicable).
Maintain the petty cash fund by performing duties such as maintaining records of transactions, requesting additional money as required and completing related reports.
Participate in maintaining the Resident Trust Fund by performing duties such as receiving requests, recording transactions, maintaining ledger accounts, advising resident/families when additional funds are required and reconcile trust account monthly.
Report monthly financial reconciliations to Head Office (if applicable).
Process all payables related items to include supplier invoices, purchase orders and receiving reports (if applicable). Processing payables includes: attach payables processing form to invoice ensuring correct coding and distribution of charges. GM to authorize all invoices prior to submittal to Head Office.

Payroll Functions

Calculate employee hours to be paid and enter into ADP system on a bi-weekly basis (if applicable).
Complete Payroll Change forms for changes to employee data (i.e. wage rates, status, address, banking info, etc).
Monitor employee status changes and update wage rates & benefits options as required.
Maintain seniority lists (if applicable).
Complete documents required by HRDC, Sunlife & WCB.
Collect completed benefit forms, review information and forward to Payroll Dept.
Answer employee’s payroll and benefit questions, refer to Payroll Dept. when necessary.
Provide information and data as requested by the Payroll Dept.

Administration

Produce a variety of confidential documents for the General Manager and management team members including correspondence, memos, reports, minutes, budget statements and meeting agendas using a range of word processing and spreadsheet software packages (if applicable).
Design and maintain records, files and distribution systems for correspondence, reports and minutes within the Administration area. Maintains resident records and storage of terminated records.
Complete forms as needed for the Health Authority and Stats Canada.
Performs a variety of duties related to the staffing for the facility including maintaining timekeeping records for staff for payroll purposes, as well as, maintaining related records such as staff names, addresses, phone numbers and availability for work
Answers the telephone, greets and screens both callers and visitors, responds to requests by providing information directly or directing inquiries to appropriate individuals within the organization (if applicable).
Receive and process all incoming and outgoing mail and screens for appropriate distribution within the organization. Prioritizes items for immediate action (if applicable).
Produce purchase order ensuring a copy of both the purchase order and the receiving report is attached to the invoice. Submit to Head Office A/P dept. on a weekly basis for processing. File all invoices and documentation once returned from A/P dept (if applicable).
Maintain stock of office supplies and materials for organization through review of stock on hand, and completion and forwarding of purchase orders to suppliers, working within budget constraints. Receives and verifies supplies and investigates and resolves any discrepancies (if applicable).
Supervision of Reception staff (if applicable).
Management of Admit, Transfer and Discharge information on all residents in CMS on a timely basis.
Maintenance of resident contact information in RMS.
Performs RMS maintenance of residents accounts (admissions and discharges), and admission agreements.
Run “Occupancy”, “Assessments Due”, and other CMS Reports as requested by the GM or DOC.
Other CMS related duties as assigned by the GM, which may include adding the photo of each new resident.

Activity Worker

Location: Summerland, British Columbia

Category: Recreational

Employer: Summerland Seniors Village, Retirement Concepts

Activity Aide

Location: Courtenay, British Columbia

Category: Recreational

Employer: Comox Valley & Casa Loma Seniors Village, Retirement Concepts

Activities Coordinator

Location: Victoria, British Columbia

Category: Recreational

Employer: The Wellesley, Retirement Concepts

Position Summary

Reporting to General Manager or designate, develops and implements activities, events, and programs that meet the social, physical, intellectual, and emotional needs of the residents.

Responsibilities

Include but not limited to;

Plans, implements, schedules, and evaluates regular indoor and outdoor activities and events that meet social, physical, intellectual, and emotional needs of the residents. Such activities include games, exercise, entertainment, and other related activities which encourage participation, maintain optimum resident involvement and contribute to a sense of community. Activities may be conducted by the Activity Coordinator or contracted out.
Plans, coordinates, and is responsible to provide resident transportation services. Drives the bus to most outdoor activities but may schedule other means of transportation as directed by the Manager.
Consult and coordinate events and activities with other departments to ensure enough resources to meet the needs of the schedules events. Resources may include food service, provision of equipment and furniture, or additional staff. Will ensure staff members are aware of upcoming events through written bulletins or memos.
Involve residents in the planning of activities and events. Encourages residents to volunteer their special skills in order to enhance activity participation.
Develop and maintain appropriate methods for communicating all programs, services, and events, including the site newsletter, bulletins, and meetings.
Contribute to creating an environment which maintains happiness, self-respect, personal dignity, and physical safety of each resident.
Manages and controls activity equipment, inventory and supplies. Budgets and controls the costs for activities each month and accounts for funds at the end of each month.
Encourage community involvement and endeavor to bring community programs to the site. Promotes the site to outside organizations and ensures that the services of the site are recognized and understood.
Provides personal care during recreational activities as required.
Observes and reports any changes in residents to the supervisor and/or nurse.
Documents as per policy and procedures.
Ensures recreational equipment and supplies are used, maintained and stored in a safe, clean, and efficient manner. Reports unsafe or faulty equipment to supervisor.
Performs other related duties as required.