Clerk III - Volunteer Services

POSITION SUMMARY

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This Clerk III provides clerical and administrative support functions within the Volunteer Services program. Directly responsible to the Regional Coordinator of Volunteer Services for the day-to-day operation and coordination of the Volunteer Program within Prairie Mountain Health. The imcumbent will work closely with coordinators and volunteers within the program. All support duties will be performed in accordance with the Mission, Vision, Values, Policies and Procedures of Prairie Mountain Health.

RESPONSIBILITIES:

Overview:

Provides clerical support to the program staff and Regional Coordinator by performing any or all of the following duties

• Creating and maintaining an atmosphere of warmth, personal interest and positive relationships
• Handling inquiries via telephone, email and in person regarding prospective volunteers, and volunteerism
• Uses appropriate electronic record programs appropriate for task
• Organizes and maintains filing systems by program requirements
• Ensures incoming and outgoing mail is prepared and distributed for all program staff and managers as required
• Prepares reports and data and distributes as necessary
• Assists with booking meeting space and preparations, and book equipment needs as required.
• Maintains and orders specific program forms and offices supplies
• Archives information as per policy
• Provides clerical support for photocopying, collating and distribution of materials
• Processes documents such as minutes, letters, memos, reports, forms and agendas as directed
• Assisting with the writing and compiling of reports, correspondence, memos, etc. noting appointments for meetings, interviews, and orientation / training sessions.
• Manages assigned workload ensuring prioritization and organization to meet the demands of the program
• Ensures all communication functions (mail, email, photocopying, faxing, telephone) are performed as required in accordance with PHIA legislation
• Assist with scheduling and assigning volunteers to the various hospital, departments, and programs to ensure that requests are filled on a daily basis
• Filling additional requests as received from other departments/programs.
• Preparing monthly volunteer schedules for distribution to departments/programs utilizing volunteers
• Reports urgent matters to appropriate Coordintator or Regional Coordintor immediately
• Provides support, assistance with orientation, and backup to other Volunteer Service Clerk III as required
• Other duties as assigned.