Administrative Assistant

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St. Joseph’s Hospice is a charitable, faith-based organization that offers compassionate holistic care and support to people living with a palliative illness. Support is extended to their family members and caregivers and to those grieving the loss of a loved one. Hospice programs and services are offered at no cost and are available irrespective of age, gender, religion, race, ethnicity or economic status.

Whether in the community, our wellness centre or our 10-suite residence, St. Joseph’s Hospice provides specialized programs and services with a person-centred approach. Individuals and families are intimately involved in creating their own plan of care which best addresses their unique needs. Our competent and committed Hospice staff and volunteers work together as a team, with other community partners and service providers, to provide full support and quality hospice palliative care.

Volunteers are the heart of Hospice, with just over 300 volunteers dedicating their time, expertise and skills to help enrich the lives of those living in our residence and within the community. Specific duties of this role include providing administrative support to the Volunteer Services department in the recruitment, orientation, training, tracking, scheduling, and recognition of our volunteer teams, working collaboratively across all areas of the organization. This role will also serve as a department resource providing administrative support to the community and supportive care programs and services, as well as provide administrative support to other departments within the organization as needed.

VOLUNTEER SERVICES SUPPORT:
Under the direction of the Coordinator of Volunteer Services, this role will assist with various activities under the following areas:
Recruitment, Screening and Administrative Functions

Perform various administrative duties associated with the recruitment and screening of potential volunteers:

- Responding to initial inquiries from the general public with respect to volunteer opportunities

and completed for volunteer applicants, according to Hospice requirements
- Input volunteer information into appropriate Hospice databases
- Perform referencing for all potential volunteers

Records Management and Quality Functions

Create files for new volunteers
- Regularly update volunteer records to ensure current
- Perform yearly audit of volunteer records to ensure compliance with Hospice Standards Destruction of volunteer records as per Hospice Records Retention Policies and
- Data entry for tracking volunteer service delivery and various statistical purposes in Hospice databases

Orientation and Training
- Assist with the preparation and coordination of volunteer orientation and training sessions as directed by Coordinator of Volunteer
- Provide orientation and tour of facility to new volunteers as directed by Coordinator of Volunteer

Services.
- Facilitating and supporting the development and maintenance of role-specific Hospice orientation manuals; and in collaboration with Hospice staff members, provide introductory orientation for new and returning volunteers in various Hospice roles, including:

- Community Visitors
- Direct Support
- Gardening and Housekeeping
- Reception
- Residential Kitchen
- Transportation
- Wellness and Complementary Services

Scheduling of In-house Volunteer Shifts
- Create monthly calendar on database
- Facilitate & schedule in-house volunteers shifts
- Communicating with volunteers/staff to ensure shifts are filled as required

Recognition and Appreciation
- Assist with formal and informal activities supporting the appreciation and recognition of Hospice volunteers
- Participation on the Volunteer Relations Committee, providing administrative support as required

Other
- Participating on Hospice Committees as required and/or
- Provide coverage for Client Services Liaison role, as required

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform essential duties satisfactorily. The Requirements listed below are representative of the attributes, knowledge, skill, and /or ability required.
- Post-secondary education degree or diploma
- Prior successful experience in a professional office environment
- Demonstrated experience with data entry, creating reports; attention to detail and accuracy is essential

Access
- Previous working with/coaching volunteers preferred
- Understanding of volunteer recruitment, training, orientation, and appreciation
- Excellent verbal and written communication, interpersonal and customer service skills required
- Demonstrated time management skills, and ability to work in a busy environment with multiple priorities; capacity to prioritize, think critically with the ability to exercise judgment and work with mínimal supervision
- Proven ability to effectively communicate with confidence and professionalism
- Demonstrated relationship management skills consistent with the mission, vision and values of St.