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Business Manager, Full-Time Regular, AgeCare Trilogy - job post

AgeCare
116 reviews
Scarborough, ON
Full-time
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Job details

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Job type

  • Full-time

Location

Scarborough, ON

Benefits
Pulled from the full job description

  • Dental care

Full job description

Position Summary

The Business Manager, reporting to the Administrator of the Long-Term Care residence and is responsible for the efficient management and operation of the residence’s business office including human resources management, payroll, accounts payables and receivables, resident business files and admission processes.

The Business Manager ensures the business office is operated in compliance with the Fixing Long-Term Care Act and other regulations affecting the efficient operation of the business office. Assists in maintaining a safe and secure environment for residents, visitors, and other staff members. All duties are performed in the best interest of the residents and their families, and in accordance with AgeCare’s vision, mission, and values statements.

Within the scope of this position, the Business Manager takes on a key role to continually provide an environment promoting a culture of resident safety, confidentiality, and customer service/support.

Value Based Work

All positions must work demonstrating AgeCare’s values of Trust, Respect, Quality and Teamwork. AgeCare is committed to providing a respectful environment, and we believe that when we work together and live our values, we honour our rights and responsibilities.

Core Outcomes

Resident Relations:
  • Promotes and respects the Resident Bill of Rights.
  • Liaises with residents or substitute decision makers with respect to billing, payment of accounts and inquiries.
  • Ensures effective management of residents’ Trust Account, including record keeping of all transactions, bank deposits, reconciliations, and quarterly summaries of individual resident’s trust account (to be placed on residents’ business file).
  • Responds to resident or family member concerns and ensures appropriate action is taken within decision-making authority and/or brings to the attention of the Administrator.
Leadership:
  • Acts as an ambassador and role model for the Long-Term Care residence in all interactions with the community, residents, visitors, staff, and volunteers both within and outside of the facility.
Budget & Financial:
  • Ensures financial arrangements are made for each newly admitted resident to the Long-Term Care residence including review and signing of admission contract, uninsured services agreement, copayment structure, rate reductions, trust account (if requested). Obtains void cheque for EFT payment or post-dated cheques for accommodation fees.
  • Notifies and communicates to Administrator all admissions/discharges, payment sources, changes in accommodation type, rates, billing, forwarding addresses and other related information.
  • Ensures effective management and control of accounts receivable including, deposits, banking, Corporate Office reporting and outstanding accounts follow-up- prepares monthly report on accounts over 60 days.
  • Under the direction of Administrator, maintains petty cash account including effective record keeping of all transactions and distribution of funds, weekly/monthly reconciliations, maintenance of supporting invoices of all transactions and preparing monthly expense report for Administrator.
  • Maintains accounts payable record and forwards required information to Corporate Office.
Marketing & Occupancy:
  • Fosters collaborative relationships and maintains effective proactive communication with Ministry of Health representatives, the community, other health care facilities and agencies or organizations as it relates to the business office for the Long-Term Care residence.
  • Effectively communicates and interacts with residents, family members, visitors, and volunteers in a courteous and professional manner.
Regulatory Compliance:
  • Ensures that the business office is operated in compliance with the Fixing Long-Term Care Act and other legislation affecting the operation of a business office.
  • Conducts duties in accordance with AgeCare policies and procedures, as well as government regulations, laws, and policies.
  • Understands and follows all health and safety policies and procedures. Works safely to reduce the risk of injury to self, other staff members and residents. Promptly reports all actual or potentially hazardous situations.
  • Maintains confidentiality of residents’ personal information.
Operational & Administrative Systems:
  • Maintains a business file on each resident and ensures file contains information required under the Fixing Long-Term Care Act, Programs Standards and Accreditation Standards.
  • Ensures the maintenance and regular update of personnel files including records of employment, applications, physical examination, performance evaluations, benefits/WSIB claims, change of status reports, employment agreements, Brodsky’s, and other related records and/or information.
  • Prepares bi-weekly payroll based on employee timecards (as verified by department manager), record, bi-weekly reconciliation of payroll hours (forwards to Corporate Office with payroll log). Reviews payrolls register and reports any discrepancies to Administrator and Corporate Office.
  • Monitors maintenance and record keeping of employee sick days, seniority, anniversary, birthday, as well as vacation requests and approvals. Compiles and forwards employee status changes to Corporate Office (including new hires, rate/benefit/address changes, and termination of employment).
  • Ensures effective communication of vacation requests/entitlement adjustments, pension contribution/terminations to Corporate Office.
  • Assists the Administrator, as required, in the management and record keeping of all WSIB claims, including assessment and follow-up on cost summary statements.
  • Effectively completes appropriate forms and communicates employee benefit entitlement information to Corporate Office and benefits carrier including dental/WI and other claims.
  • Conducts operational audit on a quarterly basis, prepares required reports and submits to Administrator monthly. Conducts focused audits on areas identified as non-compliant.
  • Attends Management Team/CQI meetings, accreditation surveys and actively participates in the decision-making process.
  • Orders office supplies and ensures the business office is in compliance with the approved operational budget.
  • Provides reception and minor clerical services to other members of the management team as directed by the Administrator.
Other:
  • Performs other related duties as required.
Qualifications
  • Experience
  • Minimum 2 to 3 years’ experience in office routines, including payroll, accounts payable and accounts receivable systems.
  • Must have good knowledge of computer skills including proficiency in Microsoft Office, with a working knowledge of Excel and Word.
  • Knowledge with respect to the needs of long-term care residents and families is an asset.
  • Strong leadership and team management skills.

Education
  • Successful completion of a financial management or bookkeeping diploma or certificate including satisfactory typing skills.
  • Knowledge of healthcare regulations and compliance requirements.
  • Knowledge with respect to the needs of long-term care residents and families is an asset.
Skills, Knowledge, and Abilities
  • Good communication skills (both written and verbal).
  • Good interpersonal skills with the ability to exercise tact and diplomacy in dealing with residents, staff, and visitors.
  • Demonstrate appropriate channels and methods of communication.
  • Ability to deal with team members, clients and families with respect, tact, and sensitivity.
  • Ability to multi-task and remain flexible in ability and hours within a demanding environment.
  • Possess the ability to make independent decisions when circumstances warrant such action.
  • Must be knowledgeable of safe maintenance practices, procedures, and guidelines.
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