Administrative Assistant I, Branch Operations - Temporary, Full-time

Victorian Order of Nurses; Chatham; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a detail-oriented Administrative Assistant to provide essential administrative support. In this full-time role, you will be responsible for managing correspondence, scheduling appointments, and maintaining filing systems. Your excellent communication and organizational skills will ensure smooth operations within the office, making a significant impact on service delivery. Join a dedicated team that values quality and collaboration, and contribute to meaningful projects that enhance community well-being. If you thrive in a dynamic environment and are passionate about making a difference, this opportunity is perfect for you.

Qualifications

• Post-secondary education in office administration or relevant experience.
• Proficiency in Windows OS and MS Office Suite is essential.

Responsibilities

• Provide administrative support to assist in quality service delivery.
• Manage correspondence, scheduling, and document preparation.
• Maintain filing systems and ensure confidentiality.

Skills

Communication Skills

Organizational Skills

Customer Service Skills

Attention to Detail

Ability to Multitask

Education

Post-secondary education in office administration

Relevant experience

Tools

MS Office Suite

Windows OS

Scheduling Software

Cognos

Job description

Requisition Details:

Employment Status: Temporary, Full-time (1.0 FTE)
Program Name: Branch Operations
Number of Hours Bi-Weekly: 75

Work Schedule: Days

Anticipated End Date: November 2025

Location: Chatham-Kent

On-Call: No

Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position.

Job 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 general inquiries, answers telephone calls, and ensures staff, volunteers, clients, and visitors are greeted and directed courteously.
• Responds to messages from the answering service as required.
• Greets and directs all in-office visitors and incoming calls.
• Ensures timely distribution of incoming and outgoing correspondence.
• Responsible for mail pick-up and drop-off.
• Answers general inquiries regarding the organization with informed responses.
• Distributes departmental mail, including mail outs, postal meter, and internal mail.
• Schedules and organizes meetings and appointments.
• Prepares general correspondence, memos, forms, minutes, brochures, invitations, staff lists, reports, and other documents.
• Assists in newsletter production, including collection of material, formatting, and printing.
• Manages filing systems for all client, personnel, and general files, ensuring accuracy and confidentiality.
• Updates policies, procedures, and manuals as required.
• Inputs data and produces reports and statistics for efficient operation.
• Orders supplies and maintains inventory.
• Organizes logistics for special projects, events, and seminars in collaboration with teams.
• Receives and processes donations and bill payments.
• Prepares bank deposits.
• Performs other duties as assigned.

External and Internal Relationships:

• Communicates regularly with employees, managers, and corporate services staff.

Education, Designations, and Experience:

• Post-secondary education in office administration, information technology, or relevant experience.
• Proficiency in Windows OS and MS Office Suite.
• Experience with scheduling software and Cognos is an asset.
• Experience in a unionized environment is an asset.

Skill Requirements:

• Excellent oral and written communication skills.
• Strong organizational skills with the ability to prioritize and multitask.
• Excellent customer service skills.
• High accuracy and attention to detail.
• Ability to work independently and in a team.
• Maintain confidentiality at all times.

Other:

• Criminal records and vulnerable sector check.
• Use of Personal Protective Equipment (PPE) may be required.

Working Conditions and Physical Demands:

This role requires a detail-oriented approach in a dynamic environment. Physical activities include lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements emphasizing good body mechanics. Tasks involve walking, sitting, standing, climbing stairs, and fine hand movements throughout the day.