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Job Summary: The Administrative Assistant provides administrative support to the Long Term Care Manager and rehabilitative therapists, and coordinates the administrative functions the Long Term Care, Home and Community Care Programs to support the efficient and effective operation of services for the Elders residing in the community.
Application Deadline: By: January 25, 2022 at 4:00 p.m.
**Interested applicants MUST submit a cover letter, resume, photocopies of certificates/diploma/degree from a post-secondary institution, and three references (preferably 3 recent employment references from a direct supervisor/manager or 2 recent employment references from a direct supervisor/manager and one [1] character reference) when applying:**
REQUIREMENTS
Duties and Responsibilities:
Provide clerical and administrative support to the Long Term Care Manager and team.
Develop and maintain personnel tracking and reporting systems.
Develop a variety of administrative forms as required.
Book appointments and provide reminders for appointments with the rehabilitative therapists
and other visiting practitioners.
Open, sort, record and distribute incoming mail and fax correspondence to the most appropriate
staff.
Compose and sign correspondence of a routine nature.
Compose correspondence for review and signature of the LTC Manager as directed.
Develop and oversee the maintenance of a well-organized record keeping/filing system to
ensure easy reference and rapid retrieval of information.
File and retrieve corporate documents, records, reports and information.
File and retrieve client files and information for rehabilitative therapists and LTC Manager.
Retain, organize and back up electronic copies of corporate documents, records, reports and
information.
Store confidential information in a secure locked cabinet.
Receive and screen incoming telephone calls and visitors in the absence of the LTC Manager,
respond or take messages as appropriate, elicit necessary information to allow for a timely and
accurate response, refer to appropriate staff based on comprehensive understanding of Program
priorities, procedures, protocols and personnel.
Transcribe, compose and/or edit a variety of documents, including confidential correspondence,
memoranda, contracts and proposals, using MS Office and other software.
Use technology and other resources to create print documents, electronic and other
administrative and/or program resources and materials, including but not limited to pamphlets,
forms, newsletters, and flyers.
Prepare administrative documents and arrange logistics related to the recruitment of staff.
Call in relief staff according to pre-determined guidelines.
Prepare draft service Personal Support, homemaking and home maintenance schedules for
review and approval of LTC Manager.
Develop and monitor schedule of due dates for time sheets, staff reports and other personnel
related documents.
Receive and coordinate processing of routine personnel related documents, such as leave
requests.
Maintain a schedule of due dates for performance reviews and notify manager and staff one
month prior to due date.
Distribute required performance review forms to staff and manager at time of notice.
Confirm date and location of review with manager and staff.
Collect and store completed performance reviews in compliance with Band policies and
procedures.
Coordinate logistics for LTC staff and other meetings, training and/or other special events,
including but not limited to booking space and catering, preparing and circulating notices,
confirming attendance, preparing agendas and meeting packages.
Record, transcribe and distribute minutes of meetings and task lists as directed.
Monitor inventory of office supplies and equipment and re-stock as required.
Conduct research, compile data, and prepare papers, reports and/or briefing notes for as
directed; including but not limited to monthly, quarterly and annual financial and service
activity reports as required.
Coordinate travel arrangements as required, including but not limited to negotiating rates,
booking accommodation, meeting space and parking, booking flights and vehicle rentals, and
preparing travel claims.
Assist with services complaint resolution process and provide appropriate follow-up.
Participate in the Quality Assurance System/Quality Management Process.
Participate in and support program evaluation processes.
Collaborate with leadership, staff, community and partners in achieving the goals and
objectives identified in the Sagamok Anishnawbek community development plan and
other community development initiatives.
Comply with Unit, Band, and funding accountability standards (including but not limited
to personnel, program and administrative forms; program logic models; work plans;
narrative and data program reports, evaluation and quality assurance practices).
Represent the interests of Sagamok Anishnawbek on assigned committees or groups.
Use academic study, self-directed learning, and other training opportunities to
continually develop professional knowledge and skills.
Because of the changing nature of work and the work to be done, the job specifications may be
changed or altered as required.
This job description indicates the general nature and level of work expected. It is not
designed to cover or contain a comprehensive listing of all activities, duties or
responsibilities required by the incumbent. Incumbent may be asked to perform other
duties as required.
Qualifications & Terms/Conditions
1. Diploma in an Administrative Assistant or related program from a recognized
training institute.
2. Minimum of two years of related work experience.
3. Certificate as a Personal Support Worker and previous office administrative
experience will be considered.
4. Knowledge of and respect for Anishnawbek history, practices, teachings, language,
values and beliefs is of critical importance.
5. Ability to understand and speak Ojibwe will be considered a definite asset.
6. Proficient in Microsoft Word, Excel, PowerPoint, internet and email software/s, and
use of on-line learning resources.
7. Demonstrated knowledge of administrative and office procedures.
8. Strong oral and written communication skills.
9. Excellent interpersonal skills and ability to work as a team player.
10.Preference will be given to a member of Sagamok Anishnawbek.
11.Hold, or be willing to secure, CPR and First Aid Certification.
12.Valid driver’s license and vehicle for on-the-job use.
13.Must be able to work flexible hours.
14.Sign & maintain oath of confidentiality.
15.Must provide a criminal record check prior to commencing employment.
16.Position is subject to six months probation.
Sagamok First Nation is located on the north shore of Lake Huron. It is a beautiful community whose name means ‘two points joining’. Sagamok’s culture and language is Anishinabek and is made up of the Ojibwe, Odawa and Pottawatomi tribes. Also known as the Three Fires Peoples, the community members of Sagamok number well over 2000. A little over 50% of the membership lives on reserve, with the remainder living in urban locations. Sagamok is a place of rich stories, legends and history that derive from time immemorial. Once the summer camps of the original peoples who came down from Biscotasing, it is now the permanent home to many of those descendents. Sagamok is an ancestor based village that is known for its diversity, prosperity and growth. Make sure that you visit all that it has to offer in wonderful teachings and sacred worldview! -Dr. Pamela Rose Toulouse, Member of Sagamok Anishnawbek
