Program Assistant

5 months ago

Orillia, Canada North Simcoe Muskoka Hospice Palliative Care Network Full time

**Purpose**:
To support the successful operations of Hospice Orillia and the North Simcoe Muskoka Hospice Palliative Care Network (NSMHPCN) by assisting staff with program promotion, implementation, administrative support and special projects.

**Responsibilities**:
**Volunteer Support**:

- Support Volunteer Coordinator in the onboarding of new volunteers through record keeping, creation of new files, preparation of documents and training in alignment with HPCO accreditation standards
- Work in conjunction with the Volunteer Coordinator to facilitate and organize in-person training sessions for new volunteers
- Provide administrative support for training sessions by gathering supplies, refreshments, printed materials, completing reminder calls and other duties as necessary
- Support training and screening requirements prior to full onboarding as a volunteer
- Lead the coordination of and attend annual volunteer check-in interviews, with assistance from Hospice Orillia staff
- Maintain volunteer personnel files and ensure that all required forms are up to date, including creating an electronic file
- Utilize client software for volunteer communication and record keeping

**Visiting Volunteer Program Support**:

- Complete and record responses to quarterly Quality of Care Surveys with clients and/or their caregivers
- Monitor monthly contact with visiting volunteers and inform the Community Social Worker
- Provide administrative support for groups by gathering supplies, refreshments, printed materials, completing reminder calls and other duties as necessary

**Bereavement Program Support**:

- Responsible for documenting volunteer hours in an electronic file
- Responsible for completing reminder calls for appointments and maintaining/updating Bereavement Coordinator’s digital calendar accordingly
- Responsible for booking intakes for Bereavement Coordinator and creating digital meeting invites accordingly
- Responsible for providing general administrative support for groups including but not limited to; creating, distributing and starting Zoom meetings, gathering curriculum/printed materials and other supplies, refreshments, completing reminder calls and other duties as necessary
- Assistance with planning and logistics of memorial events
- Support of special projects

**Communications and Fundraising Support**:

- Assistance with annual fundraising events including Hike for Hospice, Annual Appeal, etc.
- Mailing receipts and processing credit card payments related to donations
- Updating graphics and creating promotional content in Canva software
- Distributing program flyers as directed in the community
- Assistance with general communications relating to the Hospice Orillia program

**General Program Support**:

- Creating digital calendar invites and distributing them to appropriate staff members for upcoming meetings
- Produce accurate and detailed meeting agendas and minutes
- Provide administrative support to Hospice Orillia staff as needed, including but not limited to room bookings, printing and assembling program materials, phone calls etc.
- Provide assistance with general office duties
- Responsible for answering phones in a professional manner
- Greet all visitors in a courteous manner
- Support other programs as required
- Complete projects for Executive Director as required
- Assist with organizing and planning Hospice Orillia events including but not limited to: annual volunteer events, Hike for Hospice, and bi-annual memorial events
- Assist with additional events as required

**Skills and Personal Traits**:

- Passion for Hospice Palliative Care
- Ability to meet people where they are at and communicate and interact accordingly
- Exceptional organizational skills
- Proven track record with record keeping, digital scheduling etc.
- Excellent communication skills
- Knowledgeable about the community of Orillia
- Exceptional computer/IT proficiency
- Friendly and personable
- Ability to work in a team environment - getting along with others, collaborating on projects, interviews etc.

**Competencies**:
Communication and Interpersonal Skills
- Attention to Detail
- Organization Skills
- Problem-Solving
- Computer Literacy
- Microsoft Office including Outlook, Excel, Word and PowerPoint
- Multi-Tasking Ability

**Supervisory Responsibility**:
This position has no direct supervisory responsibilities.

**Work Environment**:
This job operates under a hybrid model of both remote and in-office professional environments. This role requires a confidential space in the home for private conversations. The role routinely uses standard office equipment such as laptops, photocopiers and fax machines.

This position involves regular supervision and requires communication with internal and external stakeholders. This position also involves communication with external clients, volunteers and community members, vendors, HCCSS and Board members.

**Physical Demands**:
The physical demands described here are rep

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