Administrative Assistant

**Job Posting**

**Position Title: Administrative Assistant**
**Reports to: Nurse Manager**
**Job Status: Permanent, Full-time**
**Remuneration: Salary, $45,000 plus Benefits**

Hospice Halifax is a compassionate and supportive community of staff members, volunteers and donors dedicated to making dying and living as comfortable and meaningful as possible at the end of life. Our hospice is an inclusive space where individuals and their families receive personalized and dignified end-of-life care for free.

Hospice Halifax continues to take action against racism and discrimination in the workplace and to identify and address systemic barriers to full and equal participation. As such, each and every member of our team must be committed to fostering a safe working environment where all members experience an authentic sense of inclusion and belonging.

**Primary Function of Position**

This position is the friendly, welcoming face of Hospice Halifax and is responsible for providing general reception and administrative services, supporting the clinical team, leadership team and donor relations. The ideal person for the job will be compassionate with exceptional communication and organization skills and a meticulous attention to detail. They will have previous experience working in a reception role, performing administrative duties and providing support to management.

**Duties and Responsibilities**
- **Reception and Administration**
- Greet clients, families and guests, ensuring everyone signs in and out of the building following screening procedures
- Recieve and distribute incoming and outgoing mail and packages
- Assists Leadership team with administrative tasks (creating and formatting documents, scheduling meetings, taking minutes, etc.)
- Assist in training volunteers for reception backup
- Order and maintain levels for all office supplies, including stationary, promotional and branded material, business cards, etc.
- Provide administrative assistance with IT related matters, including phone system
- Data entry and filing as required
- **Clinical and Support Services**
- Collection and input of patient chart data, physical and electronic
- Maintain manual and computerized information filing systems, utilizing knowledge of clinical records and procedures, and control confidential materials and documents
- Sorting confidential inbox and screen incoming faxes and add referrals to Electronic Medical Records
- Complete chart checks at discharge, capture needed data, archive files
- Update and format clinical forms as needed, ensure physical copies stocked
- Filing and scanning client charts
- Assist in preparing clients for admission (admission packages)
- Maintain counselling client records and schedule appointments for counsellors
- Assist in policy updates and organization
- Research, evaluate, and summarize historical data
- Supports team by performing tasks related to organization and strong communication
- Runs and distributes reports as needed
- Secures information by completing necessary backups of important data
- Maintains and protects operations by keeping information confidential
- Mailing of client follow up including family surveys, bereavement letters etc.
- Maintains supply of bereavement packages
- **Donor Relations**
- Assist the Fund Development Manager with maintenance of the donor database and related activities (preparation of tax receipts and thank you cards, etc).
- Assist and train volunteers and new data entry operators on software programs
- Processes phone and in-person donations
- Provide management reports on donations
- Prepares and mails in-memoriam, thank you, and other cards
- Provide support for events (mail-outs, information packages, payment receipts, etc.
- Assist with projects and special assignments

**Qualifications**

**Skills and Abilities**:

- Ability to prioritize and manage time effectively
- Excellent organizational and multi-tasking skills
- Ability to build rapport and exude professionalism with all interactions
- Have a positive attitude and a strong desire to learn and expand your skills
- Excellent written and oral communication skills
- Possess high-level customer service and telephone skills
- Tact and discretion in dealing with and handling confidential information
- Possess cultural awareness and sensitivity
- Displays confidence and enthusiasm
- Ability to maintain a high level of accuracy and attention to detail
- Computer literacy, including use of Google Suite of services, Microsoft Office products
- Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge

**Education and Experience**:

- Post-secondary administrative or business program an asset
- Administrative or Office Manager experience, 1 year
- Previous work experience in non-profit an asset
- Previous work experience in a healthcare or clinic environment an asset
- Administrative experience in general office responsibilities and procedures
- Knowl