Administrative Assistant II - Full-time

Requisition Details:
Employment Status: Regular, Full-time (1.0 FTE)
Program Name: Visiting Nursing
Number of Hours Bi-Weekly: 75
Work Schedule: Days
Locations: The successful candidate will support the Sackville and Dartmouth Clinics: a personal vehicle, current driver's license, and proof of vehicle
insurance is required.

About us: VON is a non-profit organization that provides clinical, personal and social support to people who want to live every day to the fullest while remaining in their own homes and communities. Job Summary: The Administrative Assistant II provides support to the Senior Manager, Sackville and Dartmouth clinics and other locations as required maintaining a high level of confidentiality in all aspects of the position. Key Responsibilities:

• Performs administrative support for the Senior Management Team.
• Provides Administrative support to community corporations where required
• Manages and maintains the calendars, schedules, appointments and travel arrangements for direct reports.
• Liaises with the Admin III or alternate to cascade priority requests to the respective 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/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, record 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 of all materials.
• Maintains service provider specialty certificates ensuring all appropriate documentation is preserved and tracked.
• Processes invoices and accounts receivable, allocating to appropriate cost centres, and follow-up as required to ensure accuracy.
• Organizes petty cash and Visa reports for regional leadership. This includes holding relevant money, attaining manager signatures, and completing weekly reconciliation.

External and Internal Relationships:

• Interacts frequently with the leadership team to obtain and provide information, often of a confidential nature.
• Engages with outside vendors and service providers to acquire and maintain equipment.
• Interacts with the department of health, health authorities or continuing care agencies.
• Maintaining relationships and provides supporting documents to funders and other stakeholders as required.

Education, Designations and Experience:

• Post-secondary education in relevant field or equivalent education and experience.
• Minimum of one year of relevant administrative support experience in fast-paced office setting and 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.

Skill Requirements:

• 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 and to maintain confidentiality at all times.
• High level of accuracy and attention to detail.

Other:

• Ability to attend off-site meetings as 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
• 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.