Hospice Administrative Assistant/Site Coordinator,

Crossroads Hospice Society

 

Organization Summary

Founded over 30 years ago, Crossroads Hospice Society (CHS) has the honour of serving the Tri-City communities of Anmore, Belcarra, Coquitlam, Port Coquitlam, and Port Moody. As a non-profit society, CHS supports its communities by operating its 10-bed stand-alone hospice in partnership with Fraser Health, by offering Grief and Loss Support Services, and through its Thrift Store. The Hospice allows individuals to live their final days in peace and comfort in a home-like setting. CHS is supported by an incredible team of employees and more than 200 volunteers.

 

Job Summary

Reporting to the Hospice Manager, the Hospice Administrative Assistant/Site Coordinator assists the Hospice residence staff by supporting all administrative needs, including general inquiries, report preparation, data entry, collateral preparation, and facilities administration/maintenance. The Hospice Administrative Assistant/Site Coordinator is a strong communicator who models CHS's core qualities of honesty, integrity, responsibility, and confidentiality in all interactions. The role works under general supervision, performing a wide variety of office, facility maintenance and patient support functions.

 

Key Responsibilities

General Administration

  • Provide reception services, act as the first point of contact for hospice visitors, and answer inquiries related to programs and services or refer as appropriate
  • Develop and maintain efficient systems for preparing, receiving, processing, filing, retrieving, and/or distributing various documents, information, and correspondence
  • Ensure confidentiality is maintained both in verbal interaction and written communications, including sensitive recycling and shredding practices
  • Arrange appointments, meetings, and/or educational events by coordinating invitations, tracking, and registering attendance and circulating information. Recording and distributing minutes, booking and coordinating venue and equipment
  • Generate basic marketing materials (i.e., cards, notices, brochures, signs) and update communal bulletin boards and other communication outlets
  • Place orders for office supplies, grocery and housekeeping linen and products. Conduct sourcing for hospice equipment
  • Under the direction of the Volunteer Coordinator, assist in organizing volunteer events and volunteer training
  • Maintain and update volunteer hours, volunteer training materials and other resources when required
  • Manage, record, and reconcile petty cash
  • Prepare, maintain, and update the direct service staff (DSS) schedule, and ensure shift coverage is in place for vacation and sick days. Review DSS timesheets and submit to manager for approval. Communicate up-to-date schedules to DSS
  • Maintain KeyScan system (door card entry), including ordering new cards, programming cards, monitoring card access, removing unreturned cards from system
  • Assist in maintaining the CHS residence library
  • Participate in a diversity of CHS projects and events
  • Ensure adherence and accountability to CHS philosophy, programs and services, policies, and procedures

 

Patient Administration and Patient & family Support

  • Model CHS’s core qualities of honesty, integrity, responsibility, and confidentiality
  • Respond to a variety of requests from patients, family members and visitors
  • Adapt to patient’s needs as patient care and support is the priority
  • Assist with patient meal services when needed
  • Provide compassionate care and support to family members throughout their time at hospice
  • Gather and compile patient and family information in order to prepare invoices and bereavement follow-up support
  • Follow up and manage patient’s personal belongings after their passing
  • Prepare invoices for per diems and submit payments; collect and forward donations for processing

 

Facilities Administration/Maintenance

  • Apply a logical process of problem solving to identify and solve technical and/or non-technical problems or refer to the appropriate person for repairs
  • Develop and maintain annual schedule for routine maintenance checks, scheduling service calls and following up
  • Maintain schedule for contract expiration dates and fulfillment
  • Place service calls and follow up for maintenance – these can be daily issues
  • Assist Hospice Manager with maintenance of the residence, taking appropriate action when required
  • On call (as part of the administrative team rotation)
  • Develop and maintain efficient system for receiving, processing, and filing of new equipment, service contracts, and invoices.
  • Place purchase orders with external vendors in accordance with established procedures; receive equipment and supplies and follow-up as required.
  • Check invoices for accuracy and notify Hospice Manager of any discrepancies

 

Requirements

  • High school diploma
  • Valid BC Driver’s License
  • 1-3 years of recent related experience in office clerical work, preferably in a non-profit or community service agency
  • Proficient in the use of word processing, databases, spreadsheets, e-mail, social media, presentations, in particular Microsoft Office
  • Demonstrated commitment and passion for patient care, and community engagement
  • Demonstrated commitment to diversity, inclusion, equity, and reconciliation

 

Competencies

  • Excellent overall administrative and organization skills with the ability to manage multiple priorities.
  • Sound decision-making, troubleshooting, problem-solving, and conflict resolution skills
  • Maintain composure and adapt to a constant changing work environment
  • Support DSS when required – e.g. laundry, kitchen, housekeeping
  • Strong interpersonal and communication skills, with the ability to respect guidelines and polices regarding confidentiality and use of discretion
  • Proven attention to detail and high accuracy
  • Ability to represent the CHS in a professional and courteous manner
  • Demonstrated self awareness, with the ability to navigate personal assumptions, values, principles, strengths, and limitations
  • An understanding and acceptance of the CHS’s philosophy

 

Working Conditions

  • Potential exposure to patients with infectious diseases
  • Deals with emotionally charged situations, e.g. bereaved family arriving after death of patient, request from nurses to sit with specific patient (following meds, etc.), patient actively dying and family hasn’t arrived yet.
  • Requires flexible and adaptable availability to accommodate work schedule with reasonable notice

How to Apply

Please send your resume and cover letter attn: Sylvie Jensen, Hospice Manager to info@crossroadshospice.org. Applicants will be interviewed on an ongoing basis until a successful candidate is found. Casual positions are also available.