Job Description

Job Posting - Administrative Assistant

Position: Administrative Assistant
Facility: Samaritan Place
Status: Full-Time Permanent Out of Scope
Shift Information: Days, Monday - Friday

Samaritan Place is a Catholic health care facility committed to providing a home to 100 individuals who require Level 3 and Level 4 long term care services and 20 individuals who are companions of some of the residents. We advance the healing and caring ministry of Jesus Christ by responding to needs of the spirit, mind, body and culture of those who live at Samaritan Place. At Samaritan Place care is compassionate, resident-directed, safe and respectful.

This position provides reception coverage and general administrative support and coordination for the facility. This position will ensure administrative procedures are maintained and the incumbent provides guidance, instruction, and advice to department/program/facility staff on administrative processes.

QUALIFICATIONS

Office administration certificate or equivalent education.

EXPERIENCE

12 months of health care experience would be an asset.

SKILLS & ABILITIES

Intermediate computer skills Organizational skills Interpersonal skills Excellent time management skills Moderate problem-solving skills Demonstrated scheduling experience Ability to work independently

KEY RESPONSIBILITIES

Answer phone calls, takes messages, and provide information or assistance as needed. Greet visitors, residents, and families with warmth and empathy. Manage and organize incoming and outgoing mail, packages, and deliveries. Maintain high level of organization at your station. Maintain office supplies inventory and place orders as necessary. Assist with organizing and scheduling meetings, appointments, and events. Ensure accurate documentation and record keeping. Provides administrative support for managers and committees (e.g., prepares agenda, provides data entry, distributes documents, takes minutes). Implements changes to department/program/facility administrative policies and procedures, and monitors/ensures compliance. Liaises with vendors, suppliers, and materials management. Monitors vendor contracts and verifies and processes invoices for payment. Prepares and codes purchase orders for department/program/facility supplies and equipment as required. Schedules client/patient appointments according to care plans/needs and staff availability. Contacts care providers and clients regarding schedule changes. Creates, edits, and formats documents (letters, memos, agendas, posters, brochures, minutes, presentations, manuals, forms, charts) using various computer software programs. Creates and maintains spreadsheets, databases, inputs statistics, and prepares reports. Maintains filing systems/purges/archives. Books and sets up meeting rooms, teleconferences/Web Meetings, equipment. Picks up and delivers mail, photocopies, faxes, scans, e-mails, laminates, collates, and shreds. Arranges courier services. Acts as a resource for clients/patients/residents and staff for information and form preparation. Keeps manuals up to date and troubleshoots office equipment. Provides reception/telephone services. Completes patient registration, discharge, and transfer forms. Manages facility tour schedules. Assist with financial duties: + accounts receivable/payable, billing, invoicing, and transactional duties.
+ Input of a variety of charges to resident accounts such as rent and sundries, incontinent products and taxi/courier billings and reconciling these items on a regular basis.
+ Prepare and distribute the monthly statements for long term care residents and reconciling those sub-ledgers to the general ledger
+ Prepare the electronic funds transfer records and receipting payments for rent and rent collection as necessary.
+ Assists with creating purchase orders for department/program/facility supplies and equipment.
+ Collects rents and donations/prepare donation receipts
+ Other data entry
Other duties as assigned by leadership.

WORKING CONDITIONS

Light physical effort in the performance of the job. Sitting for long periods, constantly visualizing small type and computer screens, and repetitive keyboarding may be challenging. Moderate mental and sensory attention and the pressures of family and resident coordination and communication, as well as daily, bi-weekly, and monthly deadlines to ensure consistent administration and coordination at the site. The position requires interaction with employees and management daily. Pets may be present at the facility. Many residents will have cognitive impairments where their responses and judgements are impaired, but their will be minimal interactions with the residents.
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Pay Range: $21.9518 - $28.5374 (1aa)
Provincial Out-of-Scope Employees Pay Schedule | Saskatchewan Association of Health Organizations Inc.


Anticipated Start Date: December 1, 2025


Closing Date of posting November 14, 2025, at 12:00


Other information:
We are committed to building a representative, diverse, inclusive, and culturally responsive workforce.
We are committed to the Truth and Reconciliation Commissions Calls to Action.
We work in the spirit of truth and reconciliation, acknowledging Saskatchewan as the traditional territory of First Nations and Metis People.