Operations Manager

Operations Manager – Extendicare Guildwood

Extendicare is a leading provider of care and services for seniors throughout Canada. Through our network of over 115 senior care and living centers as well as our home health care operations, we are committed to delivering care throughout the health care continuum to meet the needs of a growing seniors' population in Canada. Our qualified and highly trained workforce of 23,700 team members are united by a dedication to quality care and by our vision of being the best provider of senior care and services in Canada. Applications are invited for the Permanent Full-Time position of Operations Manager at Extendicare Guildwood our 161-facility located in Scarborough, ON. Reporting to the Executive Director, the Operations Manager is responsible for effectively managing all aspects of the business office processes and systems on behalf of the facility/home. The Operations Manager also provides administrative support to the Home Administrator and other supervisory staff to ensure smooth operations of the facility. This role leads the administrative team supporting home operations.

Key Responsibilities

• Lead administrative team to deliver seamless and quality services for residents, families, and employees.
• Process and verify invoices, payments and remittances related to 3rd party providers, including agency staffing and independent contractors. Maintain external vendor relationships.
• Handle payments from families and all queries concerning billings from residents and/or families; manage resident intake, setup, on-going billing, collections, and discharges.
• Administer and maintain financial records including banking, petty cash, resident trust, government funding programs, etc.
• Maintain and update resident and employee census records; ensures confidentiality of all financial, personnel and resident data; Create and communicate job postings for home/facility positions.
• Oversee onboarding new employees, recruiting activities at the home, Time & Attendance, and Open Shift Management.
• Adheres to established policies and procedures regarding quality assurance, fire, occupational health and safety, environment, and infection control.
• Manage applicant screening process, including reviewing applications, conducting reference checks, validating pre-hire requirements (e.g., candidate certifications).
• Acts as a Subject Matter Expert to Hiring Managers at the facility level on effective recruitment and onboarding best practices.
• Manage end to end recruitment (interview, reference checks, and validate pre-hire requirements) processes, create offer letters and coordinate new hire packages and an exceptional onboarding and orientation experience specific to Business Office New Hires.
• Assist the Director of Care with the annual audit, reporting and follow up of Professional Credentials of registered staff (Nursing and Allied Health).
• Work with home Administrator to coordinate communications with home staff through team meetings, maintaining notice boards and via e-mail.
• Participate in the development and planning of employee engagement events and service awards.

Qualifications

• 5 - 10 years of experience managing a fast-paced office/business environment.
• Managerial experience of 2-3 years considered an asset.
• Experience working with seniors in a long-term care setting or general healthcare industry experience is an asset.
• Post-secondary diploma/certificate in office or business administration, bookkeeping, accounting or equivalent.
• Ability to work in a fast-paced environment with changing priorities, have exceptional time management skills and to perform well under pressure with tight deadlines.
• Demonstrates technical knowledge and experience working with Workday, PointClickCare or cloud-based software preferred.
• Demonstrates strong communication and interpersonal skills with internal and external stakeholders of the organization.
• Knowledge and experience with office and computer equipment.
• Demonstrates proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Must understand banking practices i.e., deposits, trust, etc. and sufficient accounting knowledge to determine proper journal entries.
• Working knowledge of HR, payroll, scheduling, benefit administration, interpretation and application of collective agreement provisions, accounts receivable, and accounts payable practices.
• Strong data analytics with high attention to detail; critical thinker.
• Pro-active and solutions focused individual with ability to foresee issues and correct them before they turn into large issues.
• Knowledge of Occupational Health & Safety practices, principles, and legislation.

In Ontario, Extendicare, ParaMed Home Health Care, and affiliated organizations including our partner homes in Extendicare Assist, accommodate the needs of job applicants throughout its recruitment and selection processes in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodation needs must be provided in advance. To discuss your needs, please contact the individual noted in the posting.