Reporting to the Operations Manager (OM), the Administrative & Scheduling Clerk provides clerical, scheduling, and customer service support to ensure the efficient day‑to‑day operation of the home. This role plays a key part in supporting resident care, staff scheduling, and administrative processes while upholding Extendicare’s Mission, Vision, Values, and Code of Conduct.

Key Responsibilities

Administrative & Reception Support

• Respond to incoming telephone calls in a professional and courteous manner; take and relay messages as required.

• Greet residents, families, staff, and visitors and direct inquiries appropriately.

• Conduct tours of the home for prospective residents, families, and visitors, providing accurate information and a welcoming experience in collaboration with leadership.

• Perform general clerical duties, including filing, data entry, document preparation, and report generation.

• Maintain resident records and files in accordance with privacy and confidentiality requirements.

• Support the admission of new residents by assisting with administrative processes, documentation, orientation to the home, and coordination with the interdisciplinary team as required.

• Support the Operations Manager with filing and administrative tasks.

Scheduling & Staffing Support

• Prepare, post, and maintain nursing and departmental schedules under the direction of the Operations Manager and the Director of Care.

• Input and track schedule changes accurately and submit for approval as required.

• Support payroll and scheduling processes by ensuring timely and accurate documentation.

Resident & Care Support

• Assist with the labelling of residents’ personal belongings.

• Book ambulances and other transportation services at the request of Registered staff.

• Promote resident satisfaction and contribute to continuous quality improvement initiatives.

• Demonstrate knowledge of the Resident Bill of Rights/Governing Principles and actively promote them.

Qualifications

• Secondary School Graduation Diploma required; post‑secondary education in business, office administration, or human resources preferred.

• Strong verbal and written communication skills, with the ability to present information clearly and effectively in person, over the phone, and in writing; demonstrates active listening and a courteous, professional demeanour.

• Excellent organization, interpersonal and communications skills

• Excellent computer skills and demonstrated experience with Microsoft Office (Excel, Word, PowerPoint, Teams, Outlook)

• Minimum of 1–2 years of experience in an office environment, including payroll and scheduling responsibilities.

• Ability to work independently and as part of a team.

• Understanding of long-term care and geriatric care considered an asset.

• Working knowledge of collective agreements in a unionized environment considered an asset.

• Ability to work flexible hours, including every other weekend.

• Must provide a current (within six months) Vulnerable Sector Check, including a Criminal Background Check, or be willing to obtain one.

What Extendicare Has to Offer

At Extendicare, we believe that teamwork creates an environment where employees can reach their full potential. We value each team member, encourage equal opportunity for growth, and recognize achievement. As a valued member of our team, you can expect:

• Continuous mentorship, lifelong learning support, and growth opportunities

• Opportunities for advancement and career development within the organization

• A rewarding and meaningful work experience where you can enrich your life and the lives of others

• Employee Family Assistance Program

• Robust benefits package

Extendicare is a leading provider of care and services for seniors across Canada, operating under the Extendicare, ParaMed, Extendicare Assist, and SGP Purchasing Network brands. We are committed to delivering quality care to meet the needs of a growing seniors’ population, inspired by our mission to provide people with the care they need, wherever they call home. We operate a network of long-term care homes (owned and under management contracts), deliver over 11 million hours of home health care services annually, and provide group purchasing services for approximately 150,000 beds across Canada. Extendicare proudly employs nearly 30,000 dedicated team members who are passionate about helping people live better.