• Job Description

  Req#: oerfwfwa?nl=1
  Requisition Details:u00A0u00A0u00A0u00A0u00A0
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  Employment Status: Permanent, Part-time (0.6 FTE)
  Program Name: Frozen Meals on Wheels
  Number of Hours Bi-Weekly: 45
  Work Schedule: Days
  On-Call: No u00A0 u00A0
  Existing Vacancy: Yes u2013 weu2019re currently hiring candidates for an existing vacancy in this positionu00A0
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  Job Summary:u00A0u00A0
  
  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, and other related job functions.u00A0
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  This position supports the VON CSS team in Annapolis Valley, particularly the Frozen Meals on Wheels program. The Admin I will work closely with the Program Coordinator ensure that daily activities of the program are completed in a timely fashion, including: receiving the delivery truck, putting meals in the freezers, packing meals orders, working with volunteers, and taking client meal orders. This is a 0.6 position. The successful candidate will be expected to work at the New Minas office on Mondays, Wednesdays and Fridays.
  
  Key Responsibilities:u00A0
  • 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.
  • Manages filing systems for all client, personnel and general files, ensuring accuracy, security and confidentiality.
  • Updates policies/procedures and manuals as required.
  • Inputs relevant information and produce reports, statistics and data as directed for the efficient operation of the function.
  • Orders supplies, receives and maintains an inventory of required supplies.
  • Collaborates with teams for to organize logistics for special projects, events and seminars.
  • Receives and receipts donation, and bill payments. u00A0
  • Prepares bank deposits.u00A0 u00A0
  • Performs other duties as assigned.
  External and Internal Relationships:
  • Communicates regularly and follow up with employees, managers and corporate services staff.
  Education, Designations and Experience:
  • Post-secondary education in office administration, office information technology or a related field or related relevant experienceu00A0
  • Proficiency in Windows OS and MS Office Suite programsu00A0
  • Experience with scheduling software and Cognos is considered an assetu00A0
  • 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 times
  Other:u00A0u00A0u00A0u00A0u00A0u00A0
  • Criminal records and vulnerable sector checku00A0u00A0
  • The use of Personal Protective Equipment (PPE) may be required
  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. u00A0u00A0

• About the company

  VON (Victorian Order of Nurses) is Canada's largest, national, not-for-profit, charitable home and community care organization. Support us today! www.GiveToVON.ca

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