Job Title: Ward Clerk
Status: Part time (0.4 FTE)
Position Summary
The Ward Clerk provides essential clerical and administrative support to ensure the smooth operation of a long-term care home. This position involves handling sensitive information, coordinating activities, and maintaining effective communication between staff, residents, families, and external stakeholders.
Key Responsibilities
Administrative Support

• Manage and organize schedules, calendars, and appointments for management and staff.
• Prepare, proofread, and distribute correspondence, reports, and documents.
• Maintain and update records, including employee, resident, and administrative files.
• Respond to phone calls, emails, and inquiries, directing them to the appropriate individuals or departments.

Resident and Family Assistance

• Provide clerical support for resident care plans and admission/discharge documentation.
• Assist residents and families with administrative needs, such as completing forms or accessing resources.
• Serve as a point of contact for general inquiries from residents, families, and visitors.
• Responsible for assisting with the trust accounts for residents and admissions support

Reception and Office Management

• Responsible for relieving the front desk and greet and assist visitors, ensuring compliance with visitor protocols.
• Order and manage office supplies, ensuring inventory is maintained.
• Handle incoming and outgoing mail and deliveries.

Support for Management

• Assist in the preparation of reports, presentations, and meeting materials.
• Coordinate and take minutes for meetings as required.
• Support payroll or scheduling processes, such as timesheet tracking or schedule adjustments.

Regulatory and Compliance Support

• Maintain knowledge of policies, procedures, and regulations relevant to the long-term care sector.
• Ensure accurate documentation for audits, inspections, and compliance reviews.

Qualifications
Education and Experience

• Diploma in Office Administration, Business Administration, or related field (or equivalent experience).
• Previous experience in a healthcare or long-term care setting is an asset.

Skills and Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with HRIS or scheduling systems.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to handle confidential information with discretion and professionalism.
• Ability to prioritize tasks and work effectively in a fast-paced environment.
• Familiarity with long-term care policies, health and safety regulations, and resident care standards is preferred.

Working Conditions

• Office environment within a long-term care facility.
• Responsible for working weekend rotation
• Interaction with residents, families, and staff on a daily basis.
• May require occasional flexibility in hours to support meetings or urgent administrative needs.

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