Responsibilities and Duties:

Record Keeping / Personnel Assistant Functions / Fill-in Receptionist

1. Receive and follow administrative schedules and instructions from your supervisor, adhering to established policies and procedures.
2. Utilize computers to prepare and distribute correspondence, reports, statements, meeting minutes, agendas, and other documents as required or directed. Type and prepare confidential reports, including statistical and financial data.
3. Proofread and correct drafts, letters, reports, and other documents for accuracy, including grammar, punctuation, and spelling.
4. Sort, distribute, and route incoming mail to appropriate residents, departments, or personnel as directed. Ensure outgoing mail is prepared for pickup at designated times.
5. Assist in establishing and maintaining an organized record filing system.
6. Ensure administrative and volunteer functions are executed promptly for efficient operation. Assist in standardizing methods to enhance workflow.
7. Complete administrative tasks such as filling out forms, generating reports, and submitting them to the Administrator or Mother Superior as required.
8. Monitor administrative supplies, ensuring adequate stock in work areas. Report equipment and supply needs to your supervisor and use supplies judiciously.
9. Maintain a clean and safe workspace, ensuring office equipment is in working order to perform required duties. Report defective equipment or unsafe conditions immediately to your supervisor.
10. Receive office visitors and telephone calls in a courteous manner. Respond to inquiries and refer them to appropriate personnel when necessary.
11. Perform reception duties, including operating the telephone or switchboard, running errands, and delivering messages as directed.
12. Release information according to established policies and maintain confidentiality regarding resident, staff, and corporate information. Ensure resident rights are protected.
13. File incident and accident reports in accordance with established policies.
14. Report equipment malfunctions or breakdowns to your supervisor as soon as possible and follow safety protocols when operating office equipment.
15. Take full responsibility for planning, implementing, and directing the volunteer program to meet the needs and interests of the Little Sisters of the Poor.
16. Interpret volunteer policies and maintain written guidelines on procedures and regulations.
17. Develop recruitment, orientation, and training programs for volunteers.
18. Assign and supervise volunteers, assessing their aptitudes, abilities, and other qualifications.
19. Ensure volunteer duties are clearly defined.
20. Develop objectives for the department and regularly review operations for efficiency and effectiveness.
21. Follow established communication lines and authority. Serve as a role model, upholding the philosophy, objectives, and goals of the Home.
22. Act as a liaison between volunteers, residents, families, and staff, assessing departmental volunteer needs.
23. Possess an understanding of restorative programs and the importance of maintaining residents’ highest level of functioning.
24. Participate flexibly in Home-sponsored activities, including those scheduled on weekends and evenings.
25. Collaborate effectively and cooperatively as a team member within the department and across other departments.
26. Work with the Home’s consultants and implement recommended changes as needed.
27. Adhere to dress codes and professional conduct standards, including wearing identification badges.
28. Meet attendance standards and provide appropriate notice of absences.
29. Follow all safety, security, exposure control, and hazardous waste policies and procedures.
30. Attend and participate in educational classes, departmental meetings, and on-the-job training as directed.
31. Maintain contact with community agencies that provide services for residents.
32. Assume responsibility for housekeeping duties within the department and assigned areas.
33. Perform additional duties as required by the Administrator or Mother Superior to meet the needs of the Home.
34. Serve on the Disaster Planning & Response or HIPAA committees as assigned.
35. Adhere to software licensing agreements and refrain from modifying, adding, or deleting computer hardware or software without provincial approval.