Administrative Assistant I, Supply Room - Full-time

VON; Halifax; On-site; CAD 42,000 - 57,000; Full time

Benefits offered by this job

Competitive salaries

Vacation time

Paid statutory holidays

Health, dental, LTD benefits

Defined Benefit Pension Plan

Orientation program

Career development opportunities

Job summary

VON Canada is hiring an Administrative Assistant to support day-to-day operations in a home and community care setting in Halifax. The role focuses on greeting clients, coordinating schedules, preparing documents, and handling communications to keep teams focused on client care.

The position requires post-secondary education in office administration or related experience, proficiency with MS Office, and strong organizational skills.

Qualifications

• Post-secondary education in office administration or related field, or relevant experience.
• Proficiency in Windows OS and MS Office Suite.
• Experience with scheduling software is considered an asset.
• Experience in a unionized environment is considered an asset.
• Excellent oral and written communication skills.
• Strong organizational skills with an ability to prioritize and multitask.
• High level of accuracy and attention to detail.
• Ability to maintain confidentiality at all times.
• A current and original copy of a satisfactory Criminal Records Check is required.

Responsibilities

• Serve as first contact for general inquiries and greet clients, staff, volunteers and visitors in a friendly, courteous manner.
• Distribute incoming and outgoing correspondence.
• Schedule and organize meetings and appointments as requested.
• Prepare general correspondence, memos, minutes, invitations, reports and other documents.
• Assist in newsletters and standardizing processes and forms.
• Manage filing systems for all clients, personnel, and general files with accuracy, security and confidentiality.
• Input relevant information and produce reports, statistics, and data as directed.
• Order supplies, receive and maintain an inventory.
• Collaborate with teams to organize logistics for special projects, events, and seminars.
• Receive donations and bill payments, provide receipts, and prepare bank deposits.
• Perform other duties as assigned.

Skills

Communication

Organization

Confidentiality

Multitasking

Attention to detail

Education

Post-secondary education in office administration or related field

Tools

MS Office Suite

Windows OS

Scheduling software

Job description

Requisition Details:

Employment Status: Regular, Full-time (1.0 FTE)
Program Name: Supply Room
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.

About us:

VON Canada is a not-for-profit organization providing home and community care services for over 125 years. Focusing on person-centred care, we provide the support people need and want, at home and in the community, so they can live healthier, happier lives surrounded by loved ones.

About the role:

Are you passionate about health care and ready to make a meaningful impact in your community? This exciting opportunity is perfect for a detail-oriented administrative assistant who thrives in a collaborative setting. From welcoming clients and coordinating schedules to preparing documents and managing communications, your work will help ensure smooth day-to-day operations that allow our teams to focus on what they do best: caring for our clients.

What we offer:

• Competitive salaries, vacation time, and paid statutory holidays
• Tiered Benefits (health, dental, LTD) for eligible employees and an Employee Assistance Program
• Defined Benefit Pension Plan with company contribution for eligible employees
• Comprehensive orientation program
• Gain experience with new health care technology
• Opportunities for skill development, eLearning, and career advancement

What you'll do:

• Act as a first point of contact for any general inquiries, including answering phone calls and ensuring staff, volunteers, clients, and visitors are greeted and directed to the appropriate resource in a friendly, courteous manner
• Ensure incoming and outgoing correspondence is distributed
• Schedule and organize meetings and appointments as requested
• Prepare general correspondence, memos, minutes, invitations, reports, and other documents
• Assist in the production of newsletters and in standardizing processes and forms
• Manage filing systems for all clients, personnel, and general files, ensuring accuracy, security, and confidentiality
• Input relevant information and produce reports, statistics, and data as directed
• Order supplies, receive, and maintain an inventory of required supplies
• Collaborate with teams to organize logistics for special projects, events, and seminars
• Receive donations and bill payments, provide receipts, and prepare bank deposits
• Perform other duties as assigned

What we’re looking for:

• Post-secondary education in office administration or a related field, or relevant experience
• Proficiency in Windows OS and MS Office Suite programs
• Experience with scheduling software is considered an asset
• Experience with a unionized environment is considered an asset
• Excellent oral and written communication skills
• Strong organizational skills with an ability to prioritize and multitask
• High level of accuracy and attention to detail
• Ability to maintain confidentiality at all times
• A current and original copy of a satisfactory Criminal Records Check or vulnerable sector check is required

VON Canada:

Careers that fit your life. Join our team today!

A quick note: This posting is for recruitment purposes. Full job descriptions are available.

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.