We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka.
Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family Advisors are committed to creating an environment where the best experiences happen.
As a recognition of our commitment to quality and patient safety, we have received the highest distinction of Exemplary Standing from Accreditation Canada.
Job Summary
Primary Responsibilities
About the Role
Reporting to the Manager, Administration & Governance, the Office Assistant is responsible for providing exceptional front office customer service experiences and operational support to the Foundation Team.
Duties and responsibilities :
- Serve as the first point of contact for visitors, callers, and online inquiries
- Welcome visitors in a warm and professional manner and answer any questions they may have; assist with wayfinding within the building
- Answer, forward and screen phone calls in a professional manner
- Notify team members of their visitors arrival via phone or in person
- Oversee the Foundation email inbox
- Accept, facilitate and triage donations via phone and walk-ins; confirm donor information in the database
- Ensure a welcoming, inviting, tidy and well-maintained reception area and general office space
- Liaise with Hospital Security, Building and Parking Management as needed
- Collect, sort, and distribute incoming mail and deliveries
- Photocopy, print, scan; prepare outgoing mail
- Process returned mail ensuring Raiser’s Edge / database has the most current information personal info updates; status / address / phone numbers / email / removal from mailing lists
- Maintain inventory of office supplies and standard stock, placing re-orders as appropriate
- Support the Human Resources recruitment and hiring process under the direction of the Manager, Administration & Governance
- Support internal meetings, events and town halls under the direction of the Manager, Administration & Governance
- Provide administrative support for teams as requested on an ad hoc basis
- Act as liaison for staff with environmental concerns or maintenance requirements
- Assist with office on-boarding for volunteers and students
- Provide direction and support to guide volunteers and students with assignments
- Perform other duties as assigned in order to meet the overall goals and objectives of the Foundation.
Skills & Abilities
- Demonstrated excellent communication, interpersonal, organizational and time management skills
- Ability to troubleshoot situations with upset donors / public
- Strong computer skills including proficiency in Microsoft Office Suite of programs
- Attention to detail and data entry skills in entering donor and financial information
- Ability to work with minimal supervision while prioritizing own work to handle multiple tasks and ensure established deadlines are met
- Demonstrated commitment to and understanding of Southlake’s and the Foundation’s mission and shared values :
oServing with purpose
oAlways with compassion
oPower of many
oEvery voice matters
oCourage to think differently.
Qualifications
Office Administration Course / College Diploma
- Exceptional customer service skills
- Knowledge of and demonstrated experience working with Raiser’s Edge database management system
- Office skills, including familiarity with office equipment such as computers, scanners, copiers, printers, and point of sale terminals is required
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