Administrative Assistant Iii (Tft 1.0)

Description

Position at VON Canada (Ontario)

Requisition Details

Employment Status: Temporary, Full Time (1.0 FTE)

Program Name: East North Region

Number of Hours Bi-Weekly: 75

Work Schedule: Days

Anticipated End Date: January 2024

On-Call: No

Job Summary

The Administrative Assistant III performs high-level administrative functions to support corporate priorities and assist in meeting funder obligations and expectations in accordance with VON standards. The position provides support to the Regional Executive Director (RED) and Senior Vice President (SVP) as required. The Administrative Assistant creates and manages a centralized, electronic information repository for their respective region and provides analysis on various reports, KPIs and metrics to the Regional Executive Director. This position also acts as a Team lead for administrative staff including Executive Assistants (EA), Heath Information Specialist (HIS), SSA, Workforce Analyst and Medical Records Clerk and coordinates regional administrative tasks.

Key Responsibilities

• Supports regional leadership team in making sure all funder related reporting requirements are met, coordinating the tasks and activities that are required to meet funder reporting requirements such as finance reports, WISB reports, various MSAA reports, United way Grants, LHIN Annual Quality Plan and others as assigned.
• Supports RED or Senior Managers with tracking of data and action plans for any quality improvement initiatives.
• Supports the RED in managing confidential performance monitoring of regional senior leadership team members assisting them in addressing regional workload priorities and duties as part of that process.
• Supports regional leadership team in developing project plans and timelines for regional priorities.
• Builds data reports for RED, DEDs, Senior Managers and Care and Service Management to present to LHINs, major funders and VON Senior Management Team.
• Supports regional leadership team to improve and innovate administrative processes, to increase efficiency (i.e. ensures consistent, efficient processes for AP, AR, statistics and record keeping).
• Prepares and reports data monthly for all KPI metrics for RED, District Executive Directors (DEDs), Senior Managers, Care and Service Managers.
• Ensures regional adherence to appropriate internal administrative processes including signatures, cascading of authority, briefing notes, (i.e. documents requiring Board, CEO, or VP approval or input) and some internal and external communications
• Supports Regional meetings taking minutes, maintaining action plans, and monitoring tasks delegated by the RED to ensure work is achieved to agreed deadlines.
• Documents and populates briefing notes, annual quality reports and quality plans for external customers/funders.
• Supports the region’s senior leadership team with scorecard tracking and measures, highlighting inconsistencies and deficiencies for management analysis and action planning.
• Liaises with SVP Executive Assistants to cascade provincial priorities to the respective region and regional senior leadership team members.
• Drafts formal communications on behalf of RED and regional senior leadership team.

External And Internal Relationships

• Supports the Regional senior leadership team in coordinating the cascading provincial and national priorities to their respective region.
• Works in collaboration with provincial RAS peers and the Regional Administrative Support group, to ensure operational priorities are achieved.

Education, Designations And Experience

• Post-secondary education in a relevant field of study.
• 3-5 years of experience with an environment similar to VON, e.g. health care, nursing, non-profit service, social service, or charitable organization.
• A minimum of one year of experience engaging in the decision-making process relating to finance, operations, human resources, marketing and business development.
• Knowledge of government funding, priorities and policies in health-related service delivery

Skill Requirements

• Ability to use evidence based and data driven decision making skills.
• Excellent oral and written communications skills.
• Demonstrated ability to leverage financial and program metrics, for the building of reports and project plans.
• Ability to exercise initiative in solving problems and identifying innovative opportunities including modeling LEAN and practicing LEAN principles and methodologies.
• Able to maintain a strong attention to detail and manage multiple deadlines while working under pressure.
• Computer literate with proven skills in Microsoft Project, Word, Excel, and Outlook.
• Ability to work independently and take direction, as required.
• Strong work-ethic and integrity.
• Ability to work effectively as part of a team, including with both internal and external partners.
• Ability to lead and facilitate the adoption of change.

Other

• Willing and able to travel in the region and periodically stay overnight(s) to support sites and attend meetings
• Ability to speak French is an asset in French Designated areas
• A Vulnerable Sector Search and/or Child Abuse Registry Check may be required
• Must have personal vehicle and possess both a current driver’s license and proof of vehicle insurance.
• A current and original copy of a satisfactory Criminal Records Check required
• The use of Personal Protective Equipment (PPE) may be required

Work Conditions and Physical Capabilities: Attention to detail; Lift and carry using appropriate lifting techniques; Bend, push, pull, grip, reach, kneel, crouch using good body mechanics; Walk, sit, stand, climb stairs; 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.