Administrative Assistant III, Home and Community Care - Full-time

VON Canada (Ontario); Canada; On-site; CAD 50,000 - 70,000; Full time

Job summary

A community care provider in Canada is seeking an Administrative Assistant III to perform high-level administrative functions. This role includes managing information repositories, analyzing reports, and supporting senior leadership. The ideal candidate has a background in healthcare or non-profit, strong communication skills, and proficiency in Microsoft Office tools. Responsibilities include drafting communications, tracking quality initiatives, and collaborating with various stakeholders to enhance efficiency and service delivery.

Qualifications

• 3-5 years of experience in a related field, preferably in healthcare or a non-profit environment.
• Experience in finance, operations, or human resources decision-making.
• Knowledge of government funding related to health services.

Responsibilities

• Provide high-level administrative support to the Director and SVP.
• Manage and analyze various reports and metrics.
• Coordinate collection of data for reports and presentations.
• Document communications and meeting notes.
• Support quality improvement initiatives.

Skills

Microsoft Project

Microsoft Word

Microsoft Excel

Microsoft Outlook

Problem-solving

Oral communication

Written communication

Data-driven decision making

Attention to detail

Teamwork

Education

Post-secondary education in a relevant field

Job description

Requisition Details:

Employment Status: Regular, Full-time (1.0 FTE)
Program Name: Home and Community Care
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 III performs high-level administrative functions to support corporate priorities and assist in meeting funder obligations and expectations in accordance with VON standards. The position provides support to the Director and Senior Vice President (SVP) as required. The Administrative Assistant III creates and manages a centralized, electronic information repository and provides analysis on various reports, KPIs and metrics to the Director.

Key Responsibilities:

• Demonstrated experience in customer service, this role will interface with our internal staff, client/ family members and advisors as well as the general public.
• Prepares and reports data monthly for all KPI metrics for the Director.
• Supports the senior leadership team with scorecard tracking and measures that are reported to funders and meet Quality Framework needs, highlighting inconsistencies and deficiencies for management analysis and action planning.
• Supports and coordinates the collection of data for reports utilized by the Director and Management when presenting statistical information to major funders and VON Senior Management Team.
• Drafts formal communications on behalf of the Director and senior leadership team.
• Documents and populates briefing notes, annual quality reports and quality plans for internal and external customers/funders.
• Supports leadership team in developing project plans and timelines for identified priorities.
• Supports the Director with tracking of data and action plans for any quality improvement initiatives.
• Supports the programs and services that are the responsibility of the portfolio (for example Client and Family Engagement program)
• Supports the leadership team in making sure all funder related, Board related and Government reporting requirements are met.
• Supports the leadership team to improve and innovate administrative processes, to increase efficiency (i.e. ensures consistent, efficient processes for AP, AR, statistics and record keeping) and coaches/directs administrative staff to implement or follow new processes.
• Ensures adherence to appropriate internal administrative processes including signatures, cascading of authority, briefing notes, (i.e. documents requiring Board, CEO, or VP approval or input) and some internal and external communications.
• Supports the Director in managing confidential performance monitoring of leadership team members assisting them in addressing workload priorities and duties as part of that process.
• Supports meetings taking minutes, maintaining action plans, and monitoring tasks delegated by the Director to ensure work is achieved to agreed deadlines.

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 and practices 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:

• Supports the leadership team in coordinating the cascading national priorities to operations and corporate services.
• Works in collaboration with peers and the Administrative Support group, to ensure priorities are achieved.

Education, Designations and Experience:

• Post-secondary education in a relevant field of study.
• 3-5 years of related experience with an environment similar to VON, e.g. health care, nursing, non-profit service, social service, or charitable organization.
• A minimum of one year of experience engaging in the decision-making process relating to finance, operations, human resources, marketing or business development.
• Knowledge of government funding, priorities and policies in health-related service delivery

Skill Requirements:

• Computer literate with proven skills in Microsoft Project, Word, Excel, and Outlook.
• Ability to exercise initiative in solving problems and identifying innovative opportunities including modeling LEAN and practicing LEAN principles and methodologies.
• Excellent oral and written communications skills.
• Ability to use evidence based and data driven decision making skills.
• Demonstrated ability to leverage financial and program metrics, for the building of reports and project plans.
• Able to maintain a strong attention to detail and manage multiple deadlines while working under pressure.
• Ability to lead and facilitate the adoption of change.
• Ability to work effectively as part of a team, including with both internal and external partners.
• Ability to work independently and take direction, as required.
• Strong work-ethic and integrity.

Other:

• Must have personal vehicle and possess both a current driver’s license and proof of vehicle insurance.
• Willing and able to travel in the region and periodically stay overnight(s) to support sites and attend meetings
• A current and original copy of a satisfactory Criminal Records Check required
• A Vulnerable Sector Search and/or Child Abuse Registry Check may be required
• Ability to speak French is an asset in French Designated areas

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.