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Administrative Assistant I, Visiting Nurse
4 months ago
Program Name: Visiting Nurse
Number of Hours Bi-Weekly: 30
Work Schedule: Days
On Call: NoJob Summary:The Administrative Assistant I provides administrative support to the Senior Manager or District Executive Directors (DED) and oversees office administration for the corresponding District maintaining a high level of confidentiality in all aspects of the position.
Key Responsibilities:
- Acts as a resource for the site for hand held devices
- Maintains inventory of hand held devices
- Respond to general inquiries from staff about the devices
- Provide set up and training to new and existing staff on the set up of the device and key
features - Provide troubleshooting assistance to staff on the devices and CellTrak application and
escalate where necessary - Review and ensure that relevant staff sign the 'Handheld Device Agreements'
- Determine the need for repair or replacement in the event of damage to devices
- Maintain records on device inventory and provide reports to site as required
- Complete regular reporting on data from software applications to assist in the efficiency of operations at the Site
- Develop and update training materials and manuals for local sites aligned to new initiatives
- Maintain an awareness of VON Practice and Policy as they apply to software applications
- Performs administrative duties to support operations including but not limited to completing and submitting administrative forms.
- Manages and maintains Senior Manager/ DED's schedules, appointments and travel arrangements.
- Assists the leadership team in confidential performance monitoring of management team members to address workload priorities and assigned duties. Maintains personnel files for all managers in support of this process.
- Arranges and coordinates meetings, including Leadership meetings, and other events
- Prepares agendas, record minutes and circulates appropriately in a timely manner, ensuring attention to detail and accuracy.
- Organizes and maintains distribution lists, filing and archive systems for documents, reference materials, contracts and other materials, in both paper and digital formats, ensuring confidentiality and retrieval of all materials. Particular care is taken to maintain service provider specialty certificates and ensuring all appropriate documentation is preserved and tracked.
- Processes invoices and accounts receivable, allocating to appropriate cost centres, and follow-up as required to ensure accuracy.
- Completes timesheets for all senior managers, managers, and administrative staff.
- Supports the onboarding of new employees arranging all necessary logistics, and organizing introductory interviews.
- Supports the off boarding of employees by arranging exit interviews and removing employee information as required.
- Performs all other duties as assigned.
- Post-secondary education in relevant field or equivalent education and experience.
- 1-2 years relevant administrative support experience in fast-paced office setting including experience working in a health care environment.
- Demonstrated experience and success in managing small projects.
- Experience in supporting Human Resources Management administratively is a strong asset.
- Demonstrated experience writing reports, correspondences and other communication pieces.
- Proficiency in Windows OS and MS Office Suite programs as well as Adobe Acrobat.
- Strong aptitude to learn and use computer applications and software as required.
- Excellent oral and written communication skills.
- Excellent interpersonal skills.
- Able to maintain a consistent professional manner with both internal staff and external stakeholders and to maintain confidentiality at all times.
- High level of accuracy and attention to detail.
- Strong problem-solving skills.
- Strong organizational skills with an ability to prioritize, multi-task and handle competing deadlines.
- Demonstrated ability to work both independently and as a team member to achieve desired results.
- Strong work ethic, reliable and self-directed.
- Able and willing to embrace change and effectively manage stresses of a busy office environment.
- Ability to speak French is an asset in French Designated areas.
- Ability to attend off-site meetings as required.
- A current and original copy of a satisfactory Criminal Records Check required
- A Vulnerable Sector Search and/or Child Abuse Registry Check may be required
- Ability to speak French is an asset in French Designated areas
