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Administrative Assistant
4 weeks ago
**Summary of Duties**
Reporting to the manager, the assistant will provide administrative support to the management of the Recreation & Creative Arts Therapies department.
**Support Functions Include**:
- act as primary contact for the Recreation & Creatives Arts Therapies department manager and team
- provide administrative support (initiate and prepare agendas, minuting of all meetings, room bookings, maintain master documents, photocopying, collation and distribution of materials) for the department and the Veterans resident council.
- creates and maintains staff work schedules and time off requests.
- provide support to Recreation & Creative Arts Therapies team members by liaising and coordinating with internal stakeholders and external vendors.
- respond to all mail and telephone inquires; receive and sort mail, deliveries.
- responsible for the day to day operation of bus scheduling, the Blythwood Social Club, Annex and K wing garden.
- acts as a liaison and providing support to volunteers associated with the Blythwood Social Club, contractors offering hair services and newspaper deliveries as needed.
- coordinate the onboarding of new employees and student learners
- coordinate, track and maintain inventory of purchases, leases, equipment and office supplies.
- manage all department purchases, account creation and purchase orders.
- reconcile departmental expenses and budget with manager.
- track and reconcile expenses related to Veterans Comfort Fund spending.
- organize and maintain confidential documents, time sheets and payroll
**Qualifications/Skills**:
- community college and/or completion of secretarial or business course required
- previous work experience with seniors/recreation therapy an asset
- keyboarding skills of 60 w.p.m. With a maximum of 5% error rate
- advanced computer skills, which include the ability to use Microsoft Office/Windows, Word, Excel, PowerPoint, Outlook
- Proven interpersonal, problem-solving and conflict resolution skills
- excellent communication skills (both verbal and written)
- ability to work independently essential
- excellent numerate abilities
- ability to respond to stakeholders concerns/complaints
- ability to maintain strict confidentiality related to employee and patient information
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