Administrative Assistant I (Rpt 0.8)

Description

Position at VON Canada (Nova Scotia)

Requisition Details

Employment Status: Permanent, Part Time (0.8 FTE)

Program Name: Branch Operations

Number of Hours Bi-Weekly: 60

Work Schedule: Days

On Call: No

The successful candidate will be working 4 days per week and the position is split between working in our Barrington office for 3 days per week and our Shelburne office 1 day per week

Job Summary

The Administrative Assistant I is responsible for administrative support functions to assist VON in providing quality service to the public. The position acts as a resource for the site management team and other team members in the office by collecting and responding to incoming correspondence, creating and formatting documents, and other related job functions.

Key Responsibilities

• Performs other duties as assigned.
• Responsible for the mail pick-up and drop off.
• Orders supplies, receives and maintains an inventory of required supplies.
• Manages filing systems for all client, personnel and general files, ensuring accuracy, security and confidentiality.
• Responds to messages from the answering service as required.
• Inputs relevant information and produce reports, statistics and data as directed for the efficient operation of the function.
• Receives and receipts donation, and bill payments.
• Answers general inquiries regarding the VON organization with informed and satisfactory responses.
• Updates policies/procedures and manuals as required.
• Responds to any general inquiries including answering telephone calls and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly courteous manner.
• Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.
• Schedules and organizes meetings and appointments as requested.
• Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.
• Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.
• Prepares bank deposits.
• Collaborates with teams for to organize logistics for special projects, events and seminars.
• Greets and directs all in-office visitors and in-coming calls.
• Assists in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.

External And Internal Relationships

• Communicates regularly and follow up with employees, managers and corporate services staff.

Education, Designations And Experience

• Experience with scheduling software and Cognos is considered an asset
• Post-secondary education in office administration, office information technology or a related field or related relevant experience
• Experience with a unionized environment is considered an asset.
• Proficiency in Windows OS and MS Office Suite programs

Skill Requirements

• Excellent oral and written communication skills
• Ability to maintain confidentiality at all times
• Excellent customer service skills
• Able to work both independently and within a team
• High level of accuracy and attention to detail
• Strong organizational skills with an ability to prioritize and multi-task

Other

• Criminal records and vulnerable sector check
• The use of Personal Protective Equipment (PPE) may be required

About Us

VON provides home and community care to more than 10,000 people every day in Ontario and Nova Scotia. As a registered charity and not-for-profit, our organization is all about the difference we can make in people’s lives. Working at VON is more than just a job, it is a career that impacts how Canadians live.

Work Conditions and Physical Capabilities: fast-paced environment; attention to detail; lift and carry using appropriate lifting techniques; walk, sit, stand, and climb stairs; grip and fine hand movements.

VON Canada is committed to meeting the needs of persons with disabilities and to providing accessibility accommodations for candidates who require them. If you are in need of accessibility support, please visit our website at http://www.von.ca/en/accessibility for further details.

In accordance with the Employer’s policy, Mandatory Vaccination: COVID-19, it is required that all VON Canada Nova Scotia Branch, VON Canada Ontario Branch and VON Canada (National) employees, contractors, volunteers and students be fully vaccinated (subject only to legitimate established exemptions of a medical nature or where there is a valid human rights exception).
To facilitate this policy, all VON Canada employees, students, contractors and volunteers will be required to provide written attestation confirming that they are fully vaccinated and reasonable proof of vaccination status, inclusive of any government-issued documentation.