Administrative Assistant I, Community Support Services - Full-time

VON Canada; Strathroy; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading healthcare organization is seeking an Administrative Assistant I to provide comprehensive administrative support to ensure high-quality service. Responsibilities include managing correspondence, organizing meetings, and maintaining filing systems. The ideal candidate will possess strong communication skills, be detail-oriented, and hold post-secondary education in office administration.

Qualifications

• Experience in a unionized environment is an asset.
• Proficiency in Windows OS and MS Office Suite programs required.

Responsibilities

• Responds to general inquiries, including answering telephone calls.
• Schedules and organizes meetings and appointments.
• Prepares general correspondences, memos, and reports.

Skills

Organizational skills

Communication skills

Customer service skills

Attention to detail

Education

Post-secondary education in office administration or related field

Tools

Windows OS

MS Office Suite

Scheduling software

Job description

Requisition Details:

Employment Status: Regular, Full-time (1.0 FTE)

Program Name: Community Support Services

Number of Hours Bi-Weekly: 75

Work Schedule: Days

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. Savvy technical experience is preferred.

Key Responsibilities:

• Responds to general inquiries, including answering telephone calls and greeting visitors in a friendly and courteous manner, directing them to the appropriate resource.
• 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.
• Provides informed and satisfactory responses to general inquiries regarding the organization.
• Distributes departmental mail, manages mail outs, postal meter, and internal departmental mail.
• Schedules and organizes meetings and appointments.
• Prepares general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports, and other documents as directed.
• Assists in producing newsletters, including collecting material, typing/formatting, and photocopying/printing, and helps standardize processes and forms.
• Manages filing systems for client, personnel, and general files, ensuring accuracy, security, and confidentiality.
• Updates policies, procedures, and manuals as required.
• Inputs relevant information and produces reports, statistics, and data for operational efficiency.
• Orders supplies, maintains inventory.
• Collaborates with teams to organize logistics for projects, events, and seminars.
• 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, office information technology, or related field, or relevant experience.
• Proficiency in Windows OS and MS Office Suite programs.
• 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 level of 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 required.
• Use of Personal Protective Equipment (PPE) may be necessary.

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, involving physical activities such as lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements emphasizing good body mechanics. Individuals are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.