Moonbeam Retirement Residence

MOONBEAM , ON

Administration Associate

Moonbeam Retirement Residence is a 21-bed RHRA-licensed retirement home located in the heart of Moonbeam. We provide accommodation, nourishment, and compassionate care services for senior residents. Our dedicated team of bilingual (English and French) Personal Support Workers (PSWs), Registered Practical Nurses (RPNs), caregivers, and cooks delivers a true "home away from home" experience.

We offer hot, fresh, home-cooked meals, laundry services, and engaging recreational activities for our residents. All services and operations are conducted in accordance with the policies, procedures, and guidelines established by the Retirement Homes Regulatory Authority (RHRA) of Ontario, as well as all applicable provincial legislation and professional standards.

Job Description

The Administrative Associate plays a key role in supporting the needs of residents and their families with the highest level of care, privacy, and professionalism. In addition to managing administrative responsibilities and ensuring compliance with RHRA requirements, this individual will be actively involved in community events and business development initiatives. The Administrative Associate will also supervise the caregiving team to ensure that residents receive consistent, high-quality care and service. Furthermore, this role supports Moonbeam Retirement Residence's commitment to community engagement and participation in local development initiatives.

Reports to

Chief Care Officer, Moonbeam Retirement Residence

Duties and Responsibilities

Primary Duties

●     Perform various supervisory activities, including the scheduling and coordination of appropriate caregivers to clients and hiring when required.

●     Maintain accurate caregiver documentation including schedules and personnel records as per RHRA guidelines and Canada Food guide.

●     Adherence to regular and annual reviews and compliance reporting as RHRA guidelines.

●     Supervise and support caregivers, including day-to-day coordination and performance evaluation.

●     Respond promptly and courteously to all client calls, scheduling changes, and urgent care matters.

●     Communicate regularly with associates and clients to evaluate service and ensure satisfaction.

●     Share After-Hours Coordinator responsibilities with Supervisors, when required.

●     Assist in managing care providers, which may include hiring support, human resources tasks, and resolving scheduling issues.

●     Perform payroll-related duties, including verifying timecards/telephony, entering timesheets, and processing payroll changes.

●     Assist with accounts receivable/payable tasks and perform banking deposits.

●     Provide general office coordination support, including reception and telephone service.

●     Prepare and process a variety of documents such as memos, letters, and reports(MAR, PRN assessment, Narcotic counts records)through typing/word processing.

●     Maintain organized filing systems, handle photocopying, faxing, mail processing, and meeting minutes production

●     Liaise effectively with staff, managers, and external clients(Hospitals,Treatment Care providers, and other healthcare partners)to ensure seamless office operations.

●     Contribute positively to team collaboration and office efficiency.

 Secondary Duties

●     Assist with sales, marketing and public relations efforts as needed.

●     Other general office and clerical functions as requested

Qualifications

●     Post-secondary education in a related field (e.g., healthcare, social services, business, or administration) is preferred

●     Previous experience in home care, healthcare, or administrative coordination considered a strong asset, Including UCP trainer

●     Proficient with Microsoft Office Suite, including Word, Excel, and Outlook

●     Comfortable working with client databases and scheduling systems

●     Strong written and verbal communication skills

●     Excellent organizational and time management abilities

●     Vulnerable Sector Screening (VSS) required — must be issued within the past 6 months at time of hire

●     Prior Experience of working as a Registered Nurse (RN), Registered Practical Nurse (RPN), or Licensed Practical Nurse (LPN) would be an added advantage

●     Bilingual (French) is an asset.

Essential Skills and Competencies

Core Competencies

●     Client-Focused Coordination – Effectively manages and supports care plans, ensuring all aspects of care are delivered in line with client needs

●     Problem-Solving and Critical Thinking – Quickly identifies and resolves issues, anticipating potential concerns and preventing disruptions in care

●     Multitasking and Organization – Demonstrates strong organizational abilities, efficiently balancing multiple tasks and keeping track of detailed information

●     Leadership and Responsibility – Takes ownership of care processes, showing initiative and ensuring accountability in day-to-day operations

●     Flexibility and Adaptability – Responds effectively to changing priorities and unexpected challenges while maintaining service standards

●     Effective Communication – Communicates clearly and professionally with clients, caregivers, and internal teams, both verbally and in writing

●     Emotional Intelligence and Sensitivity – Maintains emotional balance in high-pressure situations and demonstrates understanding toward clients’ needs and caregivers’ challenges

Key Traits and Personal Qualities

●     Empathetic and Compassionate

●     Friendly and Approachable

●     Patient and Calm Under Pressure

●     Highly Organized and Detail-Oriented

●     Responsible and Independent

●     Trustworthy and Respected by Team Members

●     Professional and Knowledgeable

●     Flexible, Adaptable, and Quick to Adjust to Change

●     Strong Listener and Communicator

●     Sensitive, Mature, and Emotionally Balanced

●     Critical Thinker and Problem Solver

●     Ability to Build Relationships and Anticipate Needs