Administrative Support for Volunteer Services

4 weeks ago

ChathamKent, Canada Municipality of Chatham-Kent Full time


The Municipality of Chatham-Kent is looking for a temporary full-time Administrative Support for Volunteer Services at Riverview Gardens Long-Term Care Home. This role is focused on providing essential clerical and administrative assistance to the Supervisor of Therapeutic Recreation and Volunteer Services, along with supporting the Seniors Services division.

Key Responsibilities:

  • Uphold the core values and competencies of Chatham-Kent
  • Execute a variety of administrative duties with precision and attention to detail
  • Contribute to the preparation of onboarding materials for new hires, students, and volunteers
  • Maintain accurate records for the division
  • Aid in the organization and upkeep of Volunteer and Pastoral Care databases, schedules, and reports
  • Ensure documentation related to the volunteer program and activation department is current
  • Update the Seniors Services website as necessary
  • Assist in creating marketing materials such as social media graphics, brochures, flyers, and posters
  • Support internal and external communications, including managing email correspondence and coordinating with corporate communications
  • Facilitate effective information sharing within the department and with external agencies
  • Prepare meeting agendas, participate in divisional meetings, and maintain accurate minutes
  • Help organize promotional and recognition events for the volunteer program
  • Support volunteer fairs
  • Monitor and report on project status
  • Provide reception assistance as needed, responding to inquiries from staff, residents, and visitors with care and sensitivity
  • Assist with training initiatives for staff as required

Required Qualifications:

  • A college certificate or diploma in a relevant office administration program, along with six months to two years of related experience
  • Proven experience in an administrative capacity, including creating presentations and managing files
  • Familiarity with volunteer management practices
  • Experience in arranging meetings, including booking venues and documenting minutes
  • Proficiency in managing databases and generating reports
  • Experience in webpage management, ideally within a municipal context
  • Effective project management skills
  • Strong interpersonal, communication, and customer service abilities
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Additional Qualifications:

  • Experience in a long-term care or hospital environment is advantageous
  • Knowledge of volunteer services is a plus
  • Experience in developing marketing materials and communications is beneficial
  • Familiarity with recruitment processes is an asset
  • Knowledge of Point Click Care is preferred

Work Environment:

This position operates primarily during weekdays, with occasional evening and weekend hours.

Background Check:

This role involves working with vulnerable residents, necessitating a Vulnerable Sector Screen prior to employment acceptance.

Benefits:

This temporary full-time position includes vacation and statutory benefits in accordance with the Employment Standards Act.

Physical and Safety Requirements:

  • Annual flu immunization is mandatory
  • Completion of a two-step TB skin test within two weeks of starting
  • Frequent walking on level surfaces may be required
  • Prolonged periods of sitting for data entry and correspondence tasks
  • Frequent reaching and handling of office equipment
  • Constant fine motor skills for typing and data entry tasks

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