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VON Canada

Administrative Assistant I, Visiting Nursing (CSJ Program) - Temporary, Part-time 0.9

VON Canada

Truro, NS

  • Nombre de poste(s) à combler : 1

  • À discuter
  • Temps partiel

  • Emploi Contrat

  • Date d'entrée en fonction : 1 poste à combler dès que possible

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This position is funded by the Canada Summer Jobs Program. To be eligible to participate in the Canada Summer Jobs program, applicants must;
  • Be between 15 and 30 years of age at the start of the employment*
  • Be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment** (International students are not eligible participants. International students include anyone who is temporarily in Canada for studies and who is not a Canadian citizen, permanent resident, or person who has been granted refugee status in Canada) and,
  • Have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.
*The youth must be 15 years of age at the beginning of the employment period. The youth may be more than 30 years of age at the end of the employment period as long as the youth was 30 at the beginning of the employment period.
**International students are not eligible participants. International students include anyone who is temporarily in Canada for studies and who is not a Canadian citizen, permanent resident, or person who has been granted refugee status in Canada. Youth awaiting a refugee status ruling, as well as those who hold a temporary visitor visa, youth visa, or work visa are ineligible. As the objective of the Canada Summer Jobs program is to support youth entering the Canadian labour market, the temporary nature of an international student\u2019s time in Canada does not allow for a long-term connection to the labour market.
Requisition Details:

Employment Status: Temporary, Part-time\u00A0 (0.9 FTE)
Program Name: Visiting Nursing
Number of Hours Bi-Weekly: 67.5
Anticipated End Date: August 2024
Work Schedule: Days

Job Summary:\u00A0

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 in-coming 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 correspondences, 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 for to organize logistics for special projects, events and seminars.
  • Performs other duties as assigned.
\u00A0Common 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.
\u00A0External and Internal Relationships:
  • Communicates regularly and follow 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 related relevant experience
  • Customer service training 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 multi-task
  • 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 time
Other:
  • Criminal records and vulnerable sector check
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 that 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.\u00A0

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