Administrative Support Officer- Csj

3 months ago

Guelph, Canada Hopewell Children's Homes Inc. Full time

**POSITION**:
Title: Administrative Support Officer

Location(s): Head Office

Department: Administrative

Reports to: Executive Assistant

**JOB SUMMARY**:
Under the guidance of the Executive Assistant and through active participation with the leadership team, the Administrative Support Officer will be responsible for carrying out the administrative functions for the organization. This will include assisting the Executive Director and Managers, as required.

**Duties and responsibilities**
- Database support: helping manage constituent records, keeping them up to date and doing clean-up.
- Supporting the overseeing of third-party event pages (our database is Keela)
- Stewardship: Help create material to share with Community Supporters
- Help support the creating of templates for social media, and websites using Canva (create templates with our new branding mission moments and social media posts)
- Help with the creation of donor and community presentations to share with potential supporters.
- Help with the creation of donor and community presentations which may include videos.
- Assist Human Resources department with maintenance of filing.
- Assist with the quarterly newsletter.
- Processes, arranges, and distributes incoming and outgoing mail and courier.
- Other duties as assigned.

**Accountability**
- ** Required to act with a high degree of integrity, upholding high standards of confidentiality and diplomacy;**:

- ** Each staff member is required to keep up to date all training as required, request additional support and guidance if unsure of how to manage a situation.**

**Core Competencies**

At Hopewell, we recognize that core organization specific employee behaviours are fundamental to the success of our organization. Through actions, all employees support the Mission, Vision, Values, and Principles, of Hopewell. Thus, the following responsibilities are core to all jobs at Hopewell, including this one. All employees in all jobs are expected to:
**Be reliable, this includes**:

- ** Being prepared to start your shift as scheduled;**:

- ** Completing required tasks at appropriate times (during shift);**:

- ** Following through on the directions given by the Manager.**

**Adhere to the guidelines and regulations established in the workplace, this includes**:

- ** Adhering to Hopewell’s Policy and Procedures (e.g., Health and Safety Guidelines, Confidentiality etc.);**:

- ** Recognize, identify, and report problems, contentious issues, and serious incidents, including recommending solutions to the manager where appropriate;**:

- ** Always behaving in professional, legally, and ethically compliant manner;**:

- ** Demonstrating a strong commitment to continuously improving the Quality of Life of individuals so that they may live with dignity and respect.**

**Complete documentation and training, this includes**:

- ** Completing necessary paperwork on shift, with high levels of data accuracy and attention to detail;**:

- ** Participating in ongoing training and development and ensure all mandatory training requirements are met and maintained.**

**Maintain healthy internal relationships, this includes**:

- ** Recognizing and responding to vocalized and implied needs of residents in a timely, nurturing, and professional manner, as well as working well with workplace peers/colleagues;**:

- ** Maintaining a positive attitude about the workplace is critical to maintain a pleasant relationship with residents and peers;**:

- ** Directly reporting potential/actual areas of concern about residents/peers to their team leader or manager.**

**Special circumstances**
- ** Experience working in an office environment an asset**:

- ** High school diploma required; pursuing post-secondary studies**:

- ** Work flexible hours within a variety of settings as required by the changing needs of the organization;**:

- MS office -Intermediate experience preferred.
- Well-developed keyboarding skills.
- Effective oral communication and interpersonal skills.
- Demonstrated problem-solving and organizational skills.
- Ability to work effectively in a highly confidential and sensitive environment.
- ** Must have valid class G driver's license**

This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents may be required to follow any other instructions and to perform any other related duties that may be required by the agency.

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