Administrative Assistant

2 months ago

Dartmouth, Canada St. John Ambulance NSPEI Full time

**Administrative Support for Community Service Department - Full Time, Permanent**

St. John Ambulance is an international humanitarian organization and is a foundation of the Order of St. John. As Canada's standard for excellence in first aid, CPR and mental Health services, St. John Ambulance offers innovative programs, ensuring Canadians receive the best quality training. Revenue generated from first aid/CPR training supports St. John Ambulance’s charitable work in Canada and around the world.

St. John Ambulance NS/PEI is looking for an Administrative Support position within the Community Services department of the NS/PEI council. Under the guidance of the Community Services team lead and the Director of Community Services, the Community Service Support role acts as the primary contact for current and potential volunteers, delivering crucial information about the community service programs offered by St. John Ambulance NS/PEI. This position encompasses various administrative tasks, coordinating community events, managing key documents, and building positive relationships with volunteers. Additionally, it involves providing assistance to different roles within the Community Services department as needed.

This administrative support role is essential for maintaining the efficiency and effectiveness of St. John Ambulance's operations and community service initiatives. It demands outstanding organizational skills, strong communication abilities, and a commitment to promoting the organization's mission and values.

**Position Overview**

**Responsibilities include (but are not limited to)**:

- Administrative support in the Community Service Department involves a variety of tasks that contribute to the department's efficiency and success. Some of the primary responsibilities include:
**Front Desk Operations**
- Greeting clients/volunteers/visitors:

- Telephone Management**: Answer telephone calls, take messages, and transfer calls as needed.
- Call Support**: Make calls on behalf of staff members and ensure effective communication.

Data Entry and Document Management for Community Service Programs:

- Document Processing: Collect and process documents such as annual vet forms, attestation forms, and CRCs.
- Volunteer Database: Update volunteer profiles on the Volunteer Management System (VMS) and enter new volunteers once approved.
- Statistics input: Enter volunteer hours for statistical purposes.
- Reference Checks: Conduct and manage reference checks for new volunteers.
- Oversee community services event requests & reported shifts - actioning as required.
- Event Input Assistance: Guide community members through the process of inputting their events into the event request portal. Provide clear instructions and be available to answer any questions.
- Status Updates: Keep event organizers updated on the status of their event requests. This includes notifying them of any approvals, necessary changes, or additional information required.
- Event management: Assigning events to appropriate groups

ID Production for Volunteers
- Photo Collection: Collect photos for volunteer IDs.
- ID Printing: Physically print IDs and coordinate with volunteers for pick-up.
- Expiry Management: Ensure ID expiry dates align with records.

Supporting the Volunteer Onboarding Process:

- Process Monitoring: Monitor the onboarding process of new volunteers.
- Status Updates: Provide updates on where applicants are in the onboarding process.
- Record Keeping: Maintain accurate records of volunteer information.

Other duties:

- Participate in organize volunteer appreciation events, recognition programs, and other activities to celebrate and acknowledge volunteers.
- Works closely with other members of the Community Services Department.
- Professional demeanor and confidentiality of information is always required.

**Job Requirements**
- Successful completion of a Business/Administrative Professional program.
- Organizational Skills: Ability to manage multiple tasks efficiently and maintain a structured workflow.
- Communication Skills: Strong written, verbal and digital communication skills are essential for this role.
- Attention to Detail: Accuracy in data entry and record-keeping is crucial to ensure the integrity of departmental operations.
- Technical Proficiency
- Proficiency in Microsoft Office Suite and database management systems.
- Interpersonal Skills: Ability to work collaboratively in a team environment and build positive relationships with volunteers, community organizations and team members.
- Experience supporting volunteers in a non-profit organization is an asset
- Critical thinking and problem-solving skills
- Prepare marketing, promotional materials relating to the delivery community service programs
- Willingness to adapt to changing tasks and responsibilities.
- Takes appropriate actions from directives, memos, instructions, or updates received from supervisors
- Holds valid driver’s license.
- Travel thr

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