National Honours

**ST. JOHN AMBULANCE, NATIONAL OFFICE**

**JOB POSTING**

Position: National Honours and Awards Program Coordinator

Reports to: Priory Secretary and Registrar, Order of St. John - National Office

Location: Ottawa, ON

Status: Regular Full Time

St. John Ambulance (SJA) is a federation of charitable organizations that operates in all provinces and territories of Canada and is affiliated internationally with the Order of St.

John which conducts charitable activities in over 40 countries around the world. It is

The Order of St. John is a humanitarian order recognized as a national order in the Canadian

Honours System since 1990.

**Summary**:
Reporting to the Priory Secretary and Registrar, Order of St. John, the incumbent is responsible for the control and issuance of honours and awards nationally, coordinating and organizing the daily activities of the office of the Order Secretariat while working in close collaboration with counterparts in SJA Councils and Special

Centres as well as National Office staff.

**Key Responsibilities**:
1. Administration of the National Honours and Awards Program

In accordance with the National Operating Policies and Procedures for the Order

(NOPPs the Order) and the Membership, Honours and Awards Regulations of St.

John International,
- Administers the following honours and awards of the Order of St. John and St.

John Ambulance: o Order of St. John (all grades) o Service Medal of the Order and subsequent bars to the Service Medal o Ultra Long Service Medal Extension and subsequent bars

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- Priory Vote of Thanks o Voluntary Community Hours Certificates (Silver, Gold and Special) o Life-saving Awards (Risk, Non-Risk and Commendations) o Chancellor’s and Council Chairs’ Commendation Bars o Grand Prior’s Award o Alice Alberta Richie Award o Laurin Suggestion Award o Position Appointment Documents o Unit / Division Recognition Certificates o Honorary Life Member Certificates o National Bursary Awards, and o other special-issue honours, awards and volunteer recognitions.
- Determines eligibility of applicants from requests received.
- Tracks and records honours and awards in the volunteer management database

(D-365)
- Writes citations for certificates and prints as required
- Coordinates and distributes awards in a timely and efficient manner to Councils and Special Centres for local presentation
- Prepares correspondence to applicants / nominees / recipients as required
- Responds to inquiries as they relate to the honours and awards offered by St. John
- Liaises with Council staff and volunteers in the planning of investiture and awards ceremonies
- Maintains an inventory of insignia, medals and other awards related regalia
- Coordinates purchasing of related supplies for sale and distribution
- Maintains and revises Order members’ records, updates the Master Roll of the

Order document and ensures quarterly updates are posted to the SJA website.

2. Administrative and secretarial support to the Priory Secretary and Registrar:

- Assisting with all aspects of planning and coordinating the annual Priory

Investiture Ceremony, fundraising activities and ceremonial events
- Assisting in the preparation of annual operating budget for the Order

Secretariat
- Responding to general inquiries from members and the general public for archival searches
- Assisting with scheduling meetings, distributing agenda item documentation, preparing meeting minutes and action/decision items for various committees of

Priory, including but not limited to the following: o Priory Chapter Annual General Meeting o National Honours and Awards Committee o Nominating Committee o Advancements and Relationship Development Committee o National Bursary Committee o St. John Fellowship Chapters, and o other ad hoc working groups and committees as required.
- Other projects as assigned by the Priory Secretary

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**Education and Work Experience**:

- Post-secondary degree in a related field of study from a recognized college or university, or a minimum of five years of related work experience in progressively responsible administrative positions.
- Experience in event planning and coordination
- Experience in fundraising
- Experience working for a charitable organization.

**Skills & Abilities**:

- Proven ability to communicate effectively orally in both official languages

(preferred).
- Strong writing skills, including precise writing.
- Superior administrative and organizational skills.
- Strong computer skills, including database entry
- Background familiarity with St. John Ambulance and the Order of St. John.
- Understanding of non-profit organizations and volunteer management.

**Personal Suitability**:

- Detail oriented.
- Ability to manage multiple projects simultaneously with varying deadlines.
- Able to work well with others.
- Able to work with mínimal supervision or guidance.

**Working Conditions**:

- Some overtime may be required to support ceremonial functions and events and to