Administrative Assistant I, Meals on Wheels - Full-time

VON Canada (Nova Scotia); Halifax; On-site; CAD 40,000 - 50,000; Full time

Job summary

A community health service provider in Halifax is seeking an Administrative Assistant I to support the Meals on Wheels team. This full-time role involves processing client orders, managing communications, and handling administrative tasks. The ideal candidate has strong organizational skills and excellent attention to detail, along with post-secondary education in office administration or a related field. A customer service mindset is essential to ensure quality service delivery.

Qualifications

• Post-secondary education in office administration or related field.
• Customer service training an asset.
• Experience in a unionized environment is considered an asset.

Responsibilities

• Provide administrative support to Meals on Wheels team.
• Respond to client meal orders and general inquiries.
• Prepare invoices for accuracy prior to payment.

Skills

Excellent oral and written communication skills

Strong organizational skills

Excellent customer service skills

High level of accuracy and attention to detail

Ability to maintain confidentiality

Education

Post-secondary education in office administration or related field

Tools

MS Office Suite

Scheduling software

Job description

Requisition Details

Employment Status: Regular, Full-time (1.0 FTE)
Program Name: Frozen Meals on Wheels
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 Meals on Wheels team and other team members in the office by collecting and responding to incoming client frozen meal orders, creating and formatting documents related to the ordering and distribution of the meals, and other related job functions. This position has physical components including lifting, unpacking, and repacking frozen meals for client distribution.

Key Responsibilities

• Responds to any general inquiries including answering telephone calls and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly courteous manner.
• Responds to messages from the answering service as required.
• Greets and directs all in-office visitors and in-coming calls.
• Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.
• Responsible for the mail pick-up and drop off.
• Answers general inquiries regarding the VON organization with informed and satisfactory responses.
• Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.
• Schedules and organizes meetings and appointments as requested.
• Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.
• Assists in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.
• Supports the management of filing systems for clients, personnel, and general files, ensuring accuracy, security and confidentiality.
• Updates policies/procedures and manuals as required.
• Inputs relevant /information, statistics and data as directed for the efficient operation of the function and retrieves data reports.
• Prepares and reviews invoices for accuracy prior to payment.
• Orders supplies, receives and maintains an inventory of required supplies.
• Collaborates with teams for to organize logistics for special projects, events and seminars.
• Performs other duties as assigned.

Common Responsibilities

• Promotes the goals and values of VON and their role as an integrated community care provider.
• Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures.
• Abides by all VON policies and work practices.
• Abides by all confidentiality and protection of personal information policies, regulations andpractices and ensures appropriate safeguards are in place within their role.
• Works in collaboration with other staff in a team approach to service delivery.

External and Internal Relationships

• Communicates regularly and follow up with employees, managers and corporate services staff.
• Communicates with the public contacting VON.

Education, Designations and Experience

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

Skill Requirements

• Excellent oral and written communication skills
• Strong organizational skills with an ability to prioritize and multi-task
• Excellent customer service skills
• High level of accuracy and attention to detail
• Able to work both independently and within a team
• Ability to maintain confidentiality at all times

Other

• Criminal records and vulnerable sector check
• The 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, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.