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About the Role

The Administrative Assistant II provides administrative support to the Director of Home & Community Care and oversees office administration for the corresponding District, maintaining a high level of confidentiality.

Responsibilities

Performs administrative support for the Senior Management Team.
Provides administrative support to community corporations where required.
Manages and maintains calendars, schedules, appointments, and travel arrangements for direct reports.
Liaises with the Admin III or alternate to cascade priority requests to leadership team members.
Completes timesheets for all designated groups.
Responds to and/or drafts communications to internal and external stakeholders, both written and oral, on behalf of their direct report.
Documents and populates briefing notes and reports for their direct report.
Pulls, coordinates, and reports KPI data for review with their direct report.
Assists management with the maintenance of confidential files such as performance review meetings and files.
Arranges and coordinates meetings, including leadership meetings, and other events.
Prepares agendas, records minutes, and circulates appropriately in a timely manner, ensuring attention to detail and accuracy.
Organizes and maintains lists (e.g., vendor, staff distribution lists), filing and archive systems for documents, reference materials, contracts, and other materials, in both paper and digital formats, ensuring confidentiality and retrieval.
Maintains service provider specialty certificates ensuring all appropriate documentation is preserved and tracked.
Processes invoices and accounts receivable, allocating to appropriate cost centres, and follows up as required to ensure accuracy.
Organizes petty cash and Visa reports for regional leadership, including holding money, attaining manager signatures, and completing weekly reconciliation.
Ensures equipment is operational, troubleshoots and facilitates repair of on-site equipment, and ensures equipment and purchased services meet operational needs.
May be responsible to maintain office space plan, liaising with the landlord for storage and space changes and setting up new employees.
May be assigned as the primary contact for all building issues, including leases, maintenance, security, access, and leasing of office equipment.
May be assigned as primary liaison for IT within the office (e.g., assigning cell phones, laptops in consultation with IT).
Supports general and technical process onboarding of new front-line staff by arranging necessary logistics.
Supports the off-boarding of employees by arranging exit interviews and removing employee information as required.
Supports site with systems outages and emergency response.
Ensures site adherence to appropriate internal administrative processes (signatures, cascading of authority).
Coordinates site-wide initiatives.
Performs all other duties as assigned.
Promotes the goals and values of VON and their role as an integrated community care provider.
Promotes a safe and healthy workplace ensuring compliance with the provincial Occupational Health and Safety Act and Regulations and the VON Safety Management System.
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.
Works in collaboration with other staff in a team approach to service delivery.

Requirements

Post-secondary education in a relevant field or equivalent education and experience.
Minimum of one year of relevant administrative support experience in a fast-paced office setting.
Experience working in a health care environment.
Demonstrated experience and success in managing small projects.
Experience in supporting Human Resources Management administratively is a strong asset.
Demonstrated experience writing reports, correspondences, and other communication pieces.
Ability to attend off-site meetings as required.
A valid driver's license and access to a reliable vehicle are required.
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.
The use of Personal Protective Equipment (PPE) may be required.

Skills

Proficiency in Windows OS and MS Office Suite programs as well as Adobe Acrobat.
Strong aptitude to learn and use computer applications and software as required.
Excellent oral and written communication skills.
Excellent interpersonal skills.
Able to maintain a consistent professional manner with both internal staff and external stakeholders.
Able to maintain confidentiality at all times.
High level of accuracy and attention to detail.
Strong problem-solving skills.
Strong organizational skills with an ability to prioritize, multi-task and handle competing deadlines.
Demonstrated ability to work both independently and as a team member to achieve desired results.
Strong work ethic, reliable and self-directed.
Able and willing to embrace change and effectively manage stresses of a busy office environment.
Ability to speak French is an asset in French Designated areas.

Location

Onsite

Work Type

Regular
Full-time
1.0 FTE
75 Hours Bi-Weekly

Experience Level

Minimum of one year of relevant administrative support experience

Education Level

Post-secondary education in relevant field or equivalent education and experience

About the Company

VON is an integrated community care provider.