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The Opportunity: Full Time Permanent Executive Assistant

Posting Date: February 2025

The Executive Assistant (EA) provides a range of administrative and support services to member(s) of Carefor’s Senior Management Team. The EA is often the first point of contact in coordinating meetings, following up on actions, preparing documents, presentations, and reports, and supporting committees of the Board of Directors.

About us:

Carefor is Eastern Ontario’s largest home care and community support services not-for-profit, with over 1,400 employees operating in Eastern Counties, Ottawa, and Pembroke-Renfrew County. The founding chapter of the Victorian Order of Nurses, Carefor, has been helping seniors and people living with disabilities in Eastern Ontario live with choice and dignity since 1897. Please visit our website for more information.

At Carefor, we know our work matters, and we’re proud of the impact we have in people’s lives. For our staff, we are proud to help them be the best they can be both now and into the future. Our staff love working in the community because they can see a real impact in the lives of their clients and their families. See more about working with Carefor.

We are driven to help our staff learn, develop and be the best they can be both now and into the future. Through comprehensive onboarding and continual training, you are continuously improving your professional practice with Carefor; and with the HOOPP pension plan, great benefits and a flexible schedule we’re looking out for you and your family.

Job Description
  • What You Will Do:

    KEY DUTIES AND RESPONSIBILITIES

     

    Supports member(s) of the Senior Leadership Team by:

    • Organizes and maintains internal and external schedules, meetings and events
    • Provides office/site administration support as a key point of contact within the office setting
    • Responds to internal and external correspondence as appropriate
    • Responds to telephone and e-mail inquiries and redirect as appropriate
    • Sets up and maintains filing systems
    • Maintains and processes attendance reports, requisitions, documents, contracts and other materials that require signoff of the Senior Leadership Team
    • Maintains positive rapport with senior management and board members for the effective and efficient coordination, delegation and timely distribution/collection and flow of information and reports required by the Senior Leadership Team
    • Assists member(s) of the Senior Leadership Team with research, collation of information, preparation of reports/contracts/RFP submissions and communication
    • Assists member(s) of the Senior Leadership Team in preparation of response to inquiries for legal matters, investigations, and release of confidential information with regard to FIPPA and other regulations
    • Prepares responses to surveys including data collection, preparing executive summaries and reports
    • Provides other administrative duties as required by the member(s) of the Senior Management Team
    • Arranges registration, hotel accommodations and travel arrangements

    Supports the Board of Directors by:

    • Serves as coordinator to assigned Board committees including, scheduling meetings, attending and taking meeting minutes
    • Drafts, prepares and distributes agendas, correspondence, minutes, communications and documentation
    • Maintains records of minutes and documentation for assigned Board committee meetings
    • Arranges registration at meetings, hotel accommodation and travel for Board committee members as required

    Health and Safety Accountability (consistent with all non-supervisory positions):

    • Functions and reports in compliance with the Occupational Health and Safety legislation, regulations, and Carefor policies and procedures
    • Participates in health and safety training including WHMIS and applies this knowledge in the workplace
    • Wears or uses any/all protective equipment or clothing provided by Carefor and does not interfere with protective devices so as to change or negate their functions
    • Reports the absence of or defect in any equipment or protective device of which he/she is aware and which may endanger him/herself or another worker
    • Reports any violations of the Health and Safety Act or the regulations, or the existence of any hazard
    • Does not use or operate any equipment, machine, device, or work in a manner that may endanger him/herself or any other worker
    • Ensures all workplace incidents are reported in a timely manner in accordance with legislation, and Carefor policies and procedures for workplace injuries and incidents (e.g. WSIB injuries, infection control)
  • Qualifications

    EDUCATION AND EXPERIENCE REQUIRED

    • Post-secondary education in Business Administration, Office Administration or similar field, or an acceptable combination of education and experience may be considered
    • 3 to 5 years’ experience as an executive assistant or in office administration setting
    • 1-2 years’ experience in providing support to senior management
    • Proficiency with using Microsoft Office (Word, Excel, Outlook, PowerPoint), Adobe Pro and general office equipment
    • Experience in coordinating meetings and events, minute taking and compiling reports
    • Administration experience within the health sector and/or not-for-profit organization is considered an asset

     

    OTHER QUALIFICATIONS

    • Highly developed organization and planning skills
    • Advanced records management and minute-taking skills
    • Strong English writing skills with the ability to interpret information, write meeting minutes, compose correspondence and other reports and documents as required. Bilingual skills are an asset/preferred
    • Exercises sound judgment, tact, diplomacy and confidentiality in establishing and maintaining positive communications with internal and external stakeholders
    • Thorough knowledge of general office and business procedures and proficient in the use of office equipment and technology including intranet and Microsoft Office products and the ability to adapt to changing technology
    • Ability to take initiative and work independently
    • Ability to evaluate situations and use policies and procedures as guidelines
    • Ability to work in a fast-paced environment, prioritize, multi-task & meet deadlines

     

    WORKING CONDITIONS

    • Available to work evenings and attend external events on a routine basis
    • May be eligible to work on a hybrid basis between home office and corporate office
    • Occasional travel may be required within Carefor’s geographic regions (e.g. Cornwall, Ottawa, Pembroke)
  • What We Have to Offer You
    • Competitive base salary
    • Defined Pension Plan with the Healthcare of Ontario Pension Plan (HOOPP)
    • Health and Dental benefits
    • Disability insurance
    • Employee assistance program
    • Extended health care
    • Flexible schedule
    • Life insurance
    • On-site parking
    • Paid time off
    • Vision care
    • Work-life balance
    • Professional development opportunities
    • A collaborative team culture that supports making a difference in the lives of our clients

    Salary: $45,318 – $59,494.50

    Flexible Language Requirement:

    • French not required but considered an asset

    Schedule:

    • 8 hour shifts

    Expected hours: 75 hrs/biweekly

Carefor is committed to providing an inclusive, barrier-free recruitment and selection process. Please let us know in your application if you require accommodations at any stage of the recruitment process. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.

Apply Now

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The Opportunity: Full Time Permanent Administrative Assistant

Posting Date: January 2025

Reporting to the Centre Leader, the Administrative Assistant supports the daily operations at the Centre by providing clerical, administrative assistance to ensure the effective and efficient delivery of programs and services. This position is at the Lan- Char Support Centre in Lancaster, ON.

About us:

Carefor is Eastern Ontario’s largest home care and community support services not-for-profit with over 1,600 employees operating in Eastern Counties, Ottawa, and Pembroke-Renfrew County. Formerly the Victorian Order of Nurses, Carefor has been providing service in Ottawa for over 123 years. Please visit our website for more information.

At Carefor, we know our work matters, and we’re proud of the impact we have in people’s lives. Our team of professionals offer care to our clients and their families by focusing on the whole person. By working in the home and community, our team has time to connect and affect real change that enriches lives and gives choice. See more about working with Carefor.

For our staff, we are proud to help them be the best they can be both now and into the future. Through comprehensive onboarding and continual training, you are continuously improving your professional practice with Carefor; and with the HOOPP pension plan, great benefits and a flexible schedule we’re looking out for you and your family.

Job Description
  • What You Will Do:

    Program

    • Responds to the needs of clients and volunteers at the point of contact and for information or referral purposes
    • Effectively communicates and interacts with clients in a courteous and professional manner
    • Accesses and utilizes community resources where appropriate
    • Collaborates with the marketing team to promote events and programs and assists with the development of monthly program calendars
    • Organizes supplies, equipment, and resources for the programs

     

    Clients, Caregivers and Volunteers

    • Provides information, coordinates services and/or refers clients/caregivers to other resources as required
    • Initiates and completes the client intake process (including the required assessments and reassessments for specific programs) with guidance from the Centre Leader
    • Maintains and updates client and volunteer files in the client information management system including schedules
    • Assists with volunteer recruitment, selection, orientation, and training, and supports in-service meetings as needed

     

    Administrative and Financial

    • Answers the telephone and greets clients
    • Completes the time sheet data entry for payroll as needed
    • Supports the client survey distribution per the established schedule
    • Processes client payments, donations, and fundraised money
    • Prepares and reconciles bank deposits, and deposits money at the bank as required
    • Participates in fundraising activities which may occur after regular hours
    • Reviews client billable services and volunteer reimbursements before sending to the central finance department
    • Maintains the petty cash when needed

     

    Health and Safety Accountability

    • Functions and reports in compliance with the Occupational Health and Safety legislation, regulations, and Carefor policies and procedures
    • Participates in health and safety training including WHMIS and applies this knowledge in the workplace
    • Wears or uses any/all protective equipment or clothing provided by Carefor and does not interfere with protective devices as to change or negate their functions
    • Reports the absence of or defect in any equipment or protective device, and which may endanger self or other worker
    • Reports any violations of the Health and Safety Act or the regulations, or the existence of any hazard
    • Does not use or operate any equipment, machine, device, or work in a manner that may endanger self or other worker
    • Ensures all workplace incidents are reported in a timely manner in accordance with legislation, and Carefor policies and procedures for workplace injuries and incidents (eg. WSIB injuries, infection control)

     

    Organizational Responsibilities

    • Adheres to the Carefor standards for conduct and behavior and upholds Carefor’s Core Values
    • Ensures that confidential information relating to clients, work colleagues, suppliers and Carefor’s operations is properly protected and not disclosed to third parties, unless allowed or required under relevant law or regulation
    • Treats all people with respect and undertakes duties with care and diligence
    • Does not use information obtained in the course of employment for personal financial gain; nor allows that information be used to obtain financial benefit for any other person or company
    • Ensures all dealings with clients, suppliers and other parties are kept at arm’s length to avoid the possibility of actual or perceived conflicts of interest
    • Complies with all statutory and internal disclosure requirements on a timely basis and ensures to the best of ability the accuracy and comprehensiveness of the information

     

    General Duties

    • Performs other duties as assigned
    • Participates on committees/project work group as assigned
  • Qualifications
    • Post-secondary education in Office or Business Administration or similar field, or an acceptable combination of education and experience may be considered
    • 3 years’ experience in a multi-level, not-for-profit organization and/or community support services an asset
    • Experience working with volunteers an asset
    • Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Publisher) and client data base systems
    • Experience in customer service
    • Physical ability to perform duties such as standing for long periods, squatting, bending, and lifting heavy objects
    • Ability to organize, prioritize and multi-task
    • Excellent interpersonal skills and an ability to communicate effectively with clients, caregivers, staff, health care professionals, service agencies both verbally and in writing
    • Bilingualism (English/French) an asset
    • Valid Class G drivers’ license and use of own vehicle
    • Acceptable Vulnerable Sector Background Check
  • What We Have to Offer You
    • Competitive base salary
    • Defined Pension Plan with the Healthcare of Ontario Pension Plan (HOOPP)
    • Health and Dental benefits
    • Disability insurance
    • Employee assistance program
    • Extended health care
    • Flexible schedule
    • Life insurance
    • On-site parking
    • Paid time off
    • Vision care
    • Work-life balance
    • Professional development opportunities
    • A collaborative team culture that supports making a difference in the lives of our clients

    Salary: $38,356.50 – $47,950.50

     

    Flexible Language Requirement:

    • French not required

    Schedule:

    • 8 hour shifts

    Expected hours: 75 hrs/biweekly

Carefor is committed to providing an inclusive, barrier-free recruitment and selection process. Please let us know in your application if you require accommodations at any stage of the recruitment process. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.

Apply Now

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The Opportunity: Client Services Coordinator- Permanent

Posting Date: January, 2025

The Client Services Coordinator works as part of a team to implement Carefor’s approved or prescribed processes to ensure every client visit is properly scheduled, every service provider’s caseload is properly assigned, and client expectations are met. The Client Services Coordinator also maintains accurate documentation and communications to clients, service providers, and other users. A Client Services Coordinator may have to manage client expectations to ensure the expected service level is achieved.

About us:

Carefor is Eastern Ontario’s largest home care and community support services not-for-profit, with over 1,400 employees operating in Eastern Counties, Ottawa, and Pembroke-Renfrew County. The founding chapter of the Victorian Order of Nurses, Carefor, has been helping seniors and people living with disabilities in Eastern Ontario live with choice and dignity since 1897. Please visit our website for more information.

At Carefor, we know our work matters, and we’re proud of the impact we have in people’s lives. For our staff, we are proud to help them be the best they can be both now and into the future. Our staff love working in home care because it lets them use a wide scope of practice while creating real impact and connection. See more about working with Carefor.

We are driven to help our staff learn, develop and be the best they can be both now and into the future. Through comprehensive onboarding and continual training, you are continuously improving your professional practice with Carefor; and with the HOOPP pension plan, great benefits and a flexible schedule we’re looking out for you and your family.

Job Description
  • What You Will Do:
    • Schedules service providers for client visits in areas assigned by manager
    • Provides work schedules to staff that meet client needs and maximize continuity of care.
    • Keeps up to date with daily changes such as staff availability, changes in client service authorizations, and/or care plans
    • Ensures client and service provider information is accurate and up-to-date in the scheduling database
    • Provides timely information, through the use of communication technology (telephone, fax, e-mail, voicemail), to field staff, services providers, co-workers, Managers and Supervisors, clients and customers
    • Verifies visit confirmations from field staff and processes in a timely manner to be processed by the billing department
    • Verifies payroll information for field staff in a timely manner, ensuring accuracy of hours, mileage, stats and premiums.
    • Contacts LHIN regarding discrepancies in frequency, authorization for extra visits or not seen/ not found visits, extensions to planned review dates
    • Works collaboratively as part of a team willing to assist others and mentor new staff
    • Contributes to the principles of customer-focused service and continuous quality improvement
    • Functions and completes all duties in compliance with Occupational Health and Safety legislation, regulations, and Carefor policies, procedures, and standards
  • Qualifications
    • Diploma or Degree from an accredited College or University/ currently enrolled in a college or University program
    • Previous scheduling experience preferred
    • Experience using database software and Microsoft Office Suite
    • Accurate and efficient computer data-entry skills
    • Knowledge of medical terminology is considered an asset
    • Demonstrated problem solving skills
    • Excellent interpersonal skills
    • Proven ability to manage coinciding demands, and demonstrated flexibility to adjust
    • priorities to meet changing demands and circumstances
    • Ability to respond appropriately in pressure situations with a calm and professional demeanour
    • Ability to plan, organize and coordinate activities
    • Must be able to work independently and within a team
    • Excellent communication skills, both verbal and written
  • What We Have to Offer You
    • Competitive base salary
    • Defined Pension Plan with the Healthcare of Ontario Pension Plan (HOOPP)
    • Health and Dental benefits
    • Disability insurance
    • Employee assistance program
    • Extended health care
    • Flexible schedule
    • Life insurance
    • On-site parking
    • Paid time off
    • Vision care
    • Work-life balance
    • Professional development opportunities
    • A collaborative team culture that supports making a difference in the lives of our clients

    Job Types: Full Time

    Salary: $22.33-$27.93 per hour

    Expected hours: 75hrs/ Bi- weekly

    Flexible Language Requirement:

    • French not required

    Schedule:

    • 8-hour shift
    • Day shift
    • Evening shift
    • Weekends
    Work Location: In person

     

Carefor is committed to providing an inclusive, barrier-free recruitment and selection process. Please let us know in your application if you require accommodations at any stage of the recruitment process. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.

Apply Now

Name
Max. file size: 64 MB.
Max. file size: 64 MB.
What region are you applying for?(Required)
What position are you applying for(Required)

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