Administrative Assistant I, SMART Program - Full-timeVictorian Order of Nurses • Town of Trenton, NS, CA

Administrative Assistant I, SMART Program - Full-time

Victorian Order of Nurses • Town of Trenton, NS, CA

5 days ago

Job type

Full-time

Job description

Requisition Details

Employment Status : Regular, Full-time (1.0 FTE)
Program Name : SMART Program
Number of Hours Bi-Weekly : 75
Work Schedule : Days
On Call : No
Existing Vacancy : Yes - we're currently hiring candidates for an existing vacancy in this position.

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, data entry and reporting and other related job functions.

Key Responsibilities

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.

Responds to messages from the answering service as required.

Greets and directs all in-office visitors and incoming calls.

Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.

Responsible for the mail pick-up and drop off.

Answers general inquiries regarding the VON organization with informed and satisfactory responses.

Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.

Schedules and organizes meetings and appointments as requested.

Prepares all general correspondence, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.

Assists in the production of newsletters (including collection of material, typing / formatting and photocopying / printing) and in standardizing processes and forms.

Supports the management of filing systems for clients, personnel, and general files, ensuring accuracy, security and confidentiality.

Updates policies / procedures and manuals as required.

Inputs relevant / information, statistics and data as directed for the efficient operation of the function and retrieves data reports.

Prepares and reviews invoices for accuracy prior to payment.

Orders supplies, receives and maintains an inventory of required supplies.

Collaborates with teams to organize logistics for special projects, events and seminars.

Performs other duties as assigned.

Common Responsibilities

Promotes the goals and values of VON and their role as an integrated community care provider.

Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures.

Abides by all VON policies and work practices.

Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role.

Works in collaboration with other staff in a team approach to service delivery.

External and Internal Relationships

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

Communicates with the public, contacting VON.

Education, Designations and Experience

Post-secondary education in office administration, office information technology or a related field or relevant experience

Customer service training is an asset

Proficiency in Windows OS and MS Office Suite programs

Experience with scheduling software and Cognos is considered an asset

Experience with a unionized environment is considered an asset.

Skill Requirements

Excellent oral and written communication skills

Strong organizational skills with an ability to prioritize and multitask

Excellent customer service skills

High level of accuracy and attention to detail

Able to work both independently and within a team

Ability to maintain confidentiality at all times

Other

Criminal records and vulnerable sector check

Valid driver’s license and access to a reliable vehicle are required (program dependent).

Must be able to wear Personal Protective Equipment (PPE).

Working conditions and physical demands

This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.

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Administrative Assistant I SMART Program Fulltime • Town of Trenton, NS, CA

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