Administrative Assistant I, Meals on Wheels

Description Position at VON Canada (Nova Scotia) Requisition Details: Employment Status: Regular, Full-time (1.0 FTE)Program Name: Meals on WheelsNumber of Hours Bi-Weekly: 75Work Schedule: Days (Monday-Friday 8:00-16:00)On-Call: No Existing Vacancy: Yes – we’re currently hiring candidates for an existing vacancy in this positionJob Summary: The Administrative Assistant I is responsible for administrative support functions to assist VON in providing quality service to the public. The position acts as a resource for the site management team and other team members in the office by collecting and responding to incoming correspondence, creating and formatting documents, and other related job functions.Key Responsibilities:Responds to any general inquiries including answering telephone calls and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly courteous manner.Responds to messages from the answering service as required.Greets and directs all in-office visitors and in-coming calls.Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.Responsible for the mail pick-up and drop off.Answers general inquiries regarding the VON organization with informed and satisfactory responses.Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.Schedules and organizes meetings and appointments as requested.Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.Assists in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.Manages filing systems for all client, personnel and general files, ensuring accuracy, security and confidentiality.Updates policies/procedures and manuals as required.Inputs relevant information and produce reports, statistics and data as directed for the efficient operation of the function.Orders supplies, receives and maintains an inventory of required supplies.Collaborates with teams for to organize logistics for special projects, events and seminars.Performs 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 andpractices 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:Communicates regularly and follow up with employees, managers and corporate services staff.Communicates with the public contacting VON.Education, Designations and Experience:Post-secondary education in office administration, office information technology or a related field or related relevant experienceCustomer service training an assetProficiency in Windows OS and MS Office Suite programsExperience with scheduling software and Cognos is considered an asset Experience with a unionized environment is considered an asset.Skill Requirements:Excellent oral and written communication skillsStrong organizational skills with an ability to prioritize and multi-taskExcellent customer service skillsHigh level of accuracy and attention to detailAble to work both independently and within a teamAbility to maintain confidentiality at all timesOther:Criminal records and vulnerable sector check The use of Personal Protective Equipment (PPE) may be requiredWorking conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements. VON Canada is committed to embracing and celebrating equity, diversity, and inclusion (EDI) as fundamental to living out our values of Respect, Compassion, and Excellence in all that we do.