Job Description
At All About Caring, we are committed to enhancing the lives of people with disabilities by providing top-quality support and services. We believe in inclusivity, empowerment, and a community that values every individual’s unique abilities. Support our team and be part of the change!
The Virtual Assistant provides administration support to the Corporate Services Team including, Human Resources, Recruitment, Finance, Payroll and as required to the Support and Services Team to ensure the required administration tasks within these departments are managed effectively and efficiently.
Job Title
-
Virtual Admin Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Minimum of 1 year prior experience in administration supporting for HR/Finance/Payroll functions.
- Willingness to learn and develop skills across HR/Finance/Payroll.
- Willingness to work as part of a team to problem solve and address urgent matters that impact our customers.
- Passionate about supporting our customers.
- Ability to connect with a range of stakeholders.
- Passionate about maintaining supports in line with AAC policies, procedures, guidelines, and relevant legislation.
- Personal values align with AAC culture, mission/vision, commitment, and values.
Job Responsibilities
- Provide support to the Corporate services and Support and Services team in regards to support worker documentation and administration tasks.
- Manage assigning, completion and follow up of all training in the learning platform to ensure all training is completed on time including recording of Support workers skills.
- Support the Human Resources Business Partner with recruitment including short listing of applicants and phone screening as required.
- Assist Human Resources Business Partner with 30/90 day checks as required.
- Assist the HR Team with internal quality tasks such as Corrective Action Requests.
- Assist the HR Team with drafting internal communications.
- Assist the Finance Team with shared inbox management.
- Assist the Finance Team with following up pay related support worker queries and processes.
- Act as the back up for the Human Resources Business Partner and/or Payroll & Finance Administrator in the event of absences to ensure business continuity.
- Understand and demonstrate:
• How their work satisfies Client and Support Worker needs.
• How information is recorded, developed and communicated to improve care and services.
• How to maintain safe work practices.
• How to monitor and improve their own performance. - Employee Training:
• Assign online training modules to employees as advised
• Monitor completion of online training modules to ensure employees are completing the assigned modules by the due date.
• Send reminder emails to those employees with overdue training modules.
• Escalate any training modules overdue by 1 week to Corporate Services Manager.
• Manage skills process including tracking all training (online modules, buddy shifts, external training) and recording skills onto employee file. - Recruitment:
• Assist the HRBP with short listing/phone screening of applications for open vacancies as directed. - Finance/Payroll:
• Assist the Finance Team with management of Accounts inbox including saving invoices and remittances that require actioning.
• Assisting the Finance Team with responding to employee pay queries as required.
• Assist with the outstanding invoice process for invoices over 7 days.
• Support Payroll with following up employee km claims over the approved limit during pay week.
• Assist with internal audits as required. - Employee documentation/communication:
• Assist the HR Team with following up employees for outstanding documentation in the HR Information System.
• Assist the HR Team with internal quality tasks including Corrective Action Request requiring follow up with employees.
• Assist the Human Resources Business Partner with outstanding 30/90 checks as required.
• Assist the HR team with drafting reminders regarding HR Information System, staff surveys and other communication to go out to all staff.
• Other admin tasks as directed or required by Corporate Services Manager. - Client documentation/communication:
• Conduct Client Survey questionnaires with All About Caring clients.
• Assist the Support and Services Team with administration tasks for Client evaluations as required.
• Escalate any concerns with evaluations to the relevant Program Manager for guidance.
Good luck and God Bless!