Front Office Manager - Ottawa, Canada - Hillel Lodge Long Term Care Home

Hillel Lodge Long Term Care Home
Hillel Lodge Long Term Care Home
Verified Company
Ottawa, Canada

1 week ago

Sophia Lee

Posted by:

Sophia Lee

beBee Recruiter
Description

SCOPE:

Provides administrative, office, and event management support to the Home. Coordinates and oversees the work of the Reception team.


Reception Supervision and Scheduling:


  • Schedule Reception staff to ensure appropriate coverage of the front desk.
  • Support the recruitment, coaching, and performance management of Reception staff.
  • Oversee the work of the Program Administrative Clerk and evening and weekend Receptionist/Clerks.
  • Answer the phone and respond to inquiries at the main door as needed.
  • Organize and distribute assignments for clerical requests.
  • Oversee and support the Reception team in handling sick call replacements for the nursing department.

Office Administration:


  • Manage filing systems and office supplies,
  • Maintains and tracks office equipment and peripherals (laptops, printers, etc.) and keeps inventory of orders.
  • Oversee general office operations and provide timely reports to management.
  • Oversee staff interactions and respond to their queries on office management issues.
  • Design innovative work systems to support efficient and effective frontoffice operations.
  • Reorder stock and special office supplies to maintain a current inventory of office supplies on hand.
  • Ensure corporate policies and procedures are reviewed, updated, filed, and posted on an annual cycle.
  • Coordination of special projects as assigned by Management.

Communications Support

  • Support the maintenance of external websites, ensuring all content is current.
  • Make recommendations to improve communication programs, processes, and systems.
  • Support management of social media (Facebook).
  • Coordinate other communication formats as required.
  • Maintain an uptodate list of all key stakeholders for communications.

Governance
Provide administrative/secretarial support and coordination to the CEO, Board of Directors and other committees as assigned.

  • Develop and distribute agendas and other materials
  • Minutetaking and distribution
  • Report creation and dissemination
  • Followup correspondence
  • Plan and execute all aspects of Members' Meetings and the Annual General Meeting
  • Community awards process

Event Management

  • Plan and support all inhouse and/or offsite activities of the organization.
  • Organize and run the staff Holiday Party and other staff Social Events
  • Oversee the reservation and set up of meeting rooms and related supplies, such as catering.

Other:


  • Compile and maintain a schedule of Office Administration tasks and events (Annual, Quarterly, Monthly, Weekly, etc.), to be used for planning work with Director and reporting on progress.
  • Manager Corporate Calendar (Calendar of annual events listed by month); remind stakeholders of upcoming key dates and deliverables.
  • Perform any other duties as required that are necessary for the welfare of the residents and the efficient operation of the Home.

QUALIFICATIONS:


  • Postsecondary degree or diploma in relevant field; or equivalent combination of education and relevant work experience.
  • Three years experience in roles with relevant responsibilities (office management, reception, event management, communications, CEO/Board support)
  • Advanced Microsoft Office skills (Word, Excel, Outlook, etc.).
  • Excellent English written and spoken communication skills including business writing.
  • Experience in Supervising Reception and/or office staff.
  • Flexibility and adaptability to an everchanging work environment.
  • Excellent analytical skills and attention to detail.
  • Proactive problemsolving skills; escalate potential issues (with proposed solutions) early and through appropriate channels.
  • Keeps a calm demeanor and handles stressful situations with tact and diplomacy.
  • Supreme skills in multiple priority management and successful delivery in the face of tight deadlines.
  • Selfstarter, selfdirected, and collaborates well with others.
  • Quickly learns and demonstrates proficiency with new systems and processes.
  • Trustworthy and maintains discretion with sensitive information.
  • Experience working in environments with elderly vulnerable persons is helpful.

Job Types:
Full-time, Permanent


Salary:
$55,000.00-$65,000.00 per year


Benefits:


  • Casual dress
  • Company events
  • Dental care
  • Employee assistance program
  • Extended health care
  • Life insurance
  • Onsite parking
  • Paid time off
  • RRSP match
  • Vision care
  • Work from home

Flexible Language Requirement:

  • French not required

Schedule:

  • 8 hour shift
  • Monday to Friday

Ability to commute/relocate:

  • Ottawa, ON K2A 4G7: reliably commute or plan to relocate before starting work (required)

Education:


  • Bachelor's Degree (preferred)

Experience:

- receptionist: 4 years (required)


  • Supervisory: 1 year (required)

Language:


  • English (required)

Shift availability:

  • Day Shift (required)

Work Location:
In person
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