Job Description

Administrative / Client Service Associates (CSA) Halifax, Nova Scotia Temporary, Full-Time ReqID: 35988

Description

Position at VON Canada (Nova Scotia)

Requisition Details:

Employment Status: Regular, Full Time (1.0 FTE)
Program Name: Visiting Nursing
Number of Hours Bi-Weekly: 75
Work Schedule: Days
On-Call: No

Job Summary:

The Administrative Assistant II - Super Site Admin provides administrative support to the Senior Manager or District Executive Directors (DED) and oversees office administration for the corresponding District maintaining a high level of confidentiality in all aspects of the position.

Key Responsibilities:

• Performs administrative duties to support operations including but not limited to completing and submitting administrative forms.
• Organizes and maintains 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. Particular care is taken to maintain service provider specialty certificates and ensuring all appropriate documentation is preserved and tracked.
• Maintains systems of control for supplies and inventories, including ordering supplies, tracking utilizations, maintaining list of vendors, etc. to ensure efficient operations and utilization of resources.
• Ensures equipment is operational, facilitates the repair of on-site equipment as needed, arranges service calls as required and ensures equipment and purchased services meet operational needs.
• Acts as primary liaison for IT within the office.
• Supports the onboarding of new employees arranging all necessary logistics, and organizing introductory interviews.
• Supports the off boarding of employees by arranging exit interviews and removing employee information as required.
• Performs all other duties as assigned.
• Acts as a resource for the site with hand held devices
• Maintains inventory of hand held devices
• Respond to general inquiries from staff about the devices
• Provide set up and training to new and existing staff on the set up of the device and key features
• Provide troubleshooting assistance to staff on the devices and escalate where necessary
• Review and ensure that relevant staff sign the 'Handheld Device Agreements'
• Determine the need for repair or replacement in the event of damage to devices
• Maintain records on device inventory and provide reports to site as required
• Complete regular reporting on data from software applications to assist in the efficiency of operations at the Site
• Develop and update training materials and manuals for local sites aligned to new initiatives
• Maintain an awareness of VON Practice and Policy as they apply to software applications
• Must be proficient in Excel
• Experience in Procura

External and Internal Relationships:

• Engages with outside vendors and service providers to acquire and maintain equipment.
• Maintaining relationships and provides supporting documents to funders and stakeholders as required.

Education, Designations and Experience:

• Post-secondary education in relevant field or equivalent education and experience.
• 1-2 years relevant administrative support experience in fast-paced office setting including 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.
• 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.

Other:

• Ability to attend off-site meetings as required
• Travel to other sites, 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
• The use of Personal Protective Equipment (PPE) may be required

Work Conditions and Physical Capabilities: fast-paced environment; attention to detail; lift and carry using appropriate lifting techniques; walk, sit, stand, and climb stairs; grip and fine hand movements.

VON Canada is committed to meeting the needs of persons with disabilities and to providing accessibility accommodations for candidates who require them. If you are in need of accessibility support, please visit our website at for further details.

In accordance with the Employer's policy, Mandatory Vaccination: COVID-19, it is required that all VON Canada Nova Scotia Branch, VON Canada Ontario Branch and VON Canada (National) employees, contractors, volunteers and students be fully vaccinated (subject only to legitimate established exemptions of a medical nature or where there is a valid human rights exception).

To facilitate this policy, all VON Canada employees, students, contractors and volunteers will be required to provide written attestation confirming that they are fully vaccinated and reasonable proof of vaccination status, inclusive of any government-issued documentation.