Administrative Assistant Ii

**Requisition Details**:
Employment Status: Temporary, Full Time (1.0 FTE)
Program Name: Home Care
Number of Hours Bi-Weekly: 75
Work Schedule: Days
Anticipated End Date: 11/17/2023
On-Call: No

**Job Summary**:
The Administrative Assistant II provides scheduling/administrative support to their direct report, oversees office administration and maintains a high level of confidentiality in all aspects of the position.

**Key Responsibilities**:

- Performs administrative support for the Senior Management Team.
- Provides Administrative support to community corporations where required
- Manages and maintains the calendars, schedules, appointments and travel arrangements for direct reports.
- Liaises with the Admin III or alternate to cascade priority requests to the respective leadership team members.
- Completes timesheets for all designated groups.
- Responds to and/or drafts communications to internal and external stakeholders, both written and oral, on behalf of their direct report.
- Documents and populates briefing notes and reports for their direct report..
- Pulls/coordinates/reports KPI data for review with their direct report..
- Assists management with the maintenance of confidential files such as performance review meetings and files.
- 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 lists (e.g. vendor, staff 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.
- Maintains service provider specialty certificates 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.
- Organizes petty cash and Visa reports for regional leadership. This includes holding relevant money, attaining manager signatures, and completing weekly reconciliation.
- Ensures equipment is operational, troubleshoots and facilitates the repair of on-site equipment as needed and ensures equipment and purchased services meet operational needs.
- May be responsible to maintain office space plan, liaising with the landlord for storage and space changes and setting up new employees in the office.
- May be assigned as the primary contact for all building issues, including building leases, maintenance, security, access and the leasing of office equipment.
- May be assigned as primary liaison for IT within the office (e.g. assigning cell phones, laptops in consultation with IT).
- Supports both general and technical process onboarding of new front-line staff arranging all necessary logistics
- Supports the off boarding of employees by arranging exit interviews and removing employee information as required.
- Supports site with systems outages and emergency response
- Ensures site adherence to appropriate internal administrative processes (appropriate signatures, cascading of authority)
- Coordinates site-wide initiatives
- Performs all other duties as assigned.

**Common Responsibilities**
- Promotes the goals and values of VON and their role as an integrated community care provider
- Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures.
- Abides by all VON policies and work practices
- Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role
- Works in collaboration with other staff in a team approach to service delivery

**External and Internal Relationships**:

- Interacts frequently with the leadership team to obtain and provide information, often of a confidential nature.
- Engages with outside vendors and service providers to acquire and maintain equipment.
- Interacts with the department of health, health authorities or continuing care agencies.
- Maintaining relationships and provides supporting documents to funders and other stakeholders as required.

**Education, Designations and Experience**:

- Post-secondary education in relevant field or equivalent education and experience.
- Minimum of one year of relevant administrative support experience in fast-paced office setting and 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.

**Skill Requirements**:

- Proficiency in Windows OS