Employee Support Clerk

BASIC FUNCTION

The Employee Support Clerk will represent Wellington Terrace at all times by ensuring adherence to the Code of Conduct and demonstrating the County of Wellington’s commitment to a healthy and safe workplace where every person is respected.

Reporting to the Long-Term Care Home Assistant Administrator the Employee Support Clerk performs all essential tasks associated with onboarding of new staff and reception.

PRINCIPAL RESPONSIBILITIES

• Applies the fundamental principle of the Fixing Long-Term Care Homes Act, 2021 in the operation of the home.

STAFF EXPERIENCE AND ONBOARDING:

• Meet with new hires on their first day and provide them a tour of the home. Introduce staff and provide them a warm welcome.
• Send staffing update email (for new and terminating employees).
• Provide staff with their FOB, waist bag, whistle, name tag, and parking pass.
• Gather signatures on the master signature list for the nursing department and maintain this list annually.
• Assist new hires to log into the network, set up multifactor authentication and their County webmail. Ensure that their FOB is working.
• Assist the employee to upload a photo to MyWell.
• Maintain locker assignments for new hires/exiting employees.
• Provide new staff with an orientation checklist and track its completion.
• Arrange education and orientation for new hires with the Resident Care Supervisors, Infection Control Nurse and the RAI Team.
• Maintain user access for departmental systems, including Point Click Care and NIUZ. Add new employees to the systems and disable access upon termination of employment.
• In collaboration with the Assistant Administrator, assign student and staff orientation in Surge learning. Track completion of education and notify staffing clerk for payroll.
• Prepare and distribute monthly anniversary/birthday reports.
• Prepare staff birthday cards monthly for the Resident Care Supervisors and nursing managers and distribute to staff.
• Maintain contact with staff after onboarding to answer any questions and ensure that they have a positive onboarding experience.
• Manage staff mail folders and distribute interdepartmental mail, as required.
• Complete staff expense reports in JDE.

HEALTH AND SAFETY:

• Maintain the MSDS sheets.
• Track the completion of staff N95 mask fit testing.
• In collaboration with the Infection Control Nurse, track staff vaccination of influenza. Coordinate the completion of TB skin testing.

BUSINESS OFFICE:

• Perform essential backup reception duties, including answering the phone, greeting and responding to inquires from residents, families and staff.

CLERICAL SUPPORT

• Design and formats the newsletter for residents and families.
• Creates informational and fun posts to show on the NIUZ app and Telemetry TV as assigned
• Provide clerical support for departmental managers.

STAFFING:

• Provides coverage for the staffing clerk as required.

MINIMUM QUALIFICATIONS

• One year college certificate in office procedures, office administration or a related field.
• Minimum two years of experience or equivalent in office administration.
• Excellent computer skills in Microsoft Office applications such as Word and Excel.
• Knowledge of JD Edwards, Kronos and SAP SuccessFactors is preferred.
• Previous office experience in a long-term care setting is an asset.
• Police Vulnerable Sector Check required upon hire.