Administrative Coordinator

July 05, 2024

Hastings Manor, Belleville
Administrative Coordinator
The County of Hastings is currently accepting applications for a Permanent Full-time Administrative Coordinator at Hastings Manor Long-Term Care Home in Belleville, Ontario.

The primary function of this position is to provide confidential administrative direction to the Administration Team at Hastings Manor, including corporate initiatives for Hastings / Quinte LTC Homes.

Guiding Principles
•    Practice and uphold the mission, vision, values of Hastings/Quinte Long-Term Care services that focuses on a person-centered care philosophy.

Information Management
•    Support all aspects of the Accreditation process for Hastings-Quinte Long Term Care by compiling and analyzing data, preparing reports, and communicating relevant outcomes to managers, team members, and residents. 
•    Review satisfaction survey reports, and communicate relevant outcomes to managers, team members, residents and families. Discuss with department manager/supervisors and make recommendations for improvement. Set goals for future Satisfaction Surveys. 
•    Weekly data reporting to Ministry of Long-Term Care (Occupancy). As well as other reports, as assigned.

Team Member Management
•    Assist in the coordination and management of workplace incident investigations. 
•    Coordinate and facilitate general orientation for all new team members.  Act as a resource for all new team members as they onboard at the home.  
•    Compile and analyze data, prepare reports and recommendations for supervisors on team members relating to Short Term Disability Management and Attendance tracking. 
•    Review and approval of team member absences in partnership with department managers, human resources, and home administrator in accordance with Corporate policy, applicable collective agreements, and legislation. 
•    Work with human resources to manage short-term absences up to 17 weeks. 
•    Manage the safe and smooth operation of the administration support department (Scheduling Clerks, Reception, Admissions Clerk and Administrative Associate).

Administrative Support
•    Collaborate with department managers, develop, prepare, and distribute all policies and procedures in order to ensure compliance with the Long-Term Care Homes Act and regulations for Hastings Quinte Long Term Care.
•    Act as Accreditation Coordinator for Hastings and Centennial Manors and liaise with Accreditation Specialist.
•    Support and assist in employee management meetings relating to investigations, incidents, and attendance management.
•    Possess working knowledge of other job responsibilities in the home (Accounts Receivable, Admissions, Reception) to provide coverage when required. 
•    Source and collaborate with external hired staffing agency to coordinate the coverage of staffing, where applicable. 
•    Adherence to confidentiality and the thorough knowledge of the Personal Health Information Protection Act. 
•    Other duties as assigned.

Health & Safety
•    Active participant in the Joint Health & Safety Committee and Emergency Management Team Committee. 
•    Immediately report and document all incidents of alleged, suspected, or witnessed abuse or neglect of a resident in accordance with the Fixing Long-Term Care Home Act, 2021 and home policies and procedures. 
•    Be aware of and follow emergency response procedures including all practice drills. 
•    Be accountable for the delivery of high quality, safe, and reliable care along with a safe working environment to ensure and protect the health and safety of those who use and deliver the programs and services provided by Hastings Manor. 
•    Works in a safe manner in accordance with the Occupational Health and Safety Act, associated regulations, other applicable legislation, County policies and procedures, and guidelines..

•    Minimum three-year diploma in Business.
•    Minimum three years of administrative experience.
•    Proficient in the Microsoft Office Suite
•    Excellent oral and written communication skills
•    Driven to improve and demonstrate initiative 
•    Strong organizational and multi-tasking skills, while maintaining the ability to meet deadlines
•    Ability to prioritize work and work well under pressure with limited supervision
•    Ability to think creatively and demonstrate curiosity about information and how it can be stored, managed, and interpreted
•    Critical thinker with excellent analytical and problem-solving skills with a high attention to detail

-Normal hours of work are Monday to Friday, 8:30 a.m. to 4:30 p.m. (35 hours/week). 
-Occasional overtime / flex hours may be required for project completion.

WAGE RANGE:    $69,612 - $81,436 per annum with excellent fringe benefits

Please send resume and cover letter by email to
Quote: 2024-NON-HM-320 – “Your Name” in the subject line
CLOSING DATE: July 19, 2024 by 4pm

Juliana Finney, Human Resources Advisor
Talent Management & Acquisition

In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information collected will be used only for the purposes of this employment opportunity. We thank all candidates who apply, but advise that only those persons selected for an interview will be contacted. The County of Hastings is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Please contact us if you require this posting in an alternate format. If contacted for an employment opportunity, please advise Human Resources if you require accommodationThe successful candidate will be required to provide a clear Criminal Record Check and/or Vulnerable Sector Check. 



Long-Term Care Hastings Manor


Full Time

Job Status



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