Job Description

Position Summary

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Reporting to the Executive Assistant, the Bilingual Administrative Assistant (French/English) provides administrative navigation and customer service to staff, clients, visitors and the general public. Additionally, they offer clerical support for the administration of: donation processing, med fee deposits and financial reports.



The Administrative Assistant performs all duties in a safe and healthy manner, in accordance with Hospice Niagara's policies and procedures, the Occupational Health and Safety Act, and all other applicable legislation.

Key Responsibilities

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Serving as a first point of contact for general inquiries and providing information to clients, families and other guests (i.e. over the telephone or in person); actively offering and providing service in French and English. Entering data and processing financial donations. Performing general office duties such as filing, photocopying, and answering the telephone Processing medication fees and returns for Residents of The Walker House Assist with donor acknowledgements by preparing and sending correspondence, making thank you calls, and sending invitations to donors as needed Administering petty cash; logging debits and credits and completing required reports. Coordinating maintenance and repairs (i.e. photocopier, postage machine, shredding service, phone system, etc.) Mentoring and training new staff, volunteers, students and seasonal administrative contract positions in administrative processes Ordering and distributing office supplies; maintaining supply room Serves as the administrative team Fire Captain, ensures compliance with fire safety protocol and oversees response readiness in accordance with organizational standards System administrator access to AKA Raisin Fund Development software, Sumac donor database, Donor Perfect, Bump Software, Education website, internal staff and volunteer portal Back up to support to coordinate registration, class scheduling, payments, course materials, and certificates for educational program, as needed. Providing systems support and coordination (i.e. cell and office phones, computers, presentation equipment) Coordinate room bookings for staff meetings and client functions Ensuring goals and objectives are developed and executed in alignment with the vision, mission, values and strategic priorities of Hospice Niagara Distributing incoming mail and preparing outgoing mail. Providing back-up administrative to support to Executive Director, as needed Ensure accreditation program standards are continuously maintained in applicable areas of work Working proactively to protect the interests of the organization and mitigate risk, whenever possible; advising supervisor of issues and working with a solutions-based approach Maintaining administrative files and records, in accordance with privacy legislation Raising positive community awareness of hospice palliative care and of the programs and services provided by Hospice Niagara Demonstrating personal initiative and participation in other aspects of working for a non-profit organization, including participating in organizational events and fundraising activities Provides back up support to the Executive Assistant Other duties, as assigned

Skills & Attributes

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Bilingual (English/ French) required Exceptional ability to accurately and efficiently enter data Strong data, mathematic, administrative and organizational skills High degree of self-direction and self-motivation Ability to focus on multiple tasks at one time, with regular interruptions Strong customer service, problem solving, time management and prioritization skills Highly developed judgment, diplomacy, confidentiality and integrity Experience effectively communicating information in one-on-one settings Strong verbal and written communication skills in English and French (other languages considered and asset) Strong dedication to the vision, mission and values of Hospice Niagara Exceptional proficiency in computer skills including Outlook, Microsoft Word, Excel and other databases Occasional flexibility to work varying shifts including days, nights, evenings, weekends, and holidays based on organizational needs Exhibit a professional, compassionate and caring approach Demonstrate strong active listening and interpersonal communication skills Ability to develop relationships based on trust, compassion and empathy Keeps volunteers informed and apprised of current organizational updates to assist the volunteer coordinator Demonstrate a healthy adjustment to loss and exercise ongoing self-care

Academic, Training, Knowledge & Experience

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Certificate or diploma in office administration, health office administration or related program, or an equivalent combination of education and work experience Additional training in finance, bookkeeping, customer service, or database management (considered an asset) At least one year of related work experience Experience working in a non-profit setting (preferred) Vulnerable Sector Police Check (favourable, within past 12 months) Fundamentals of Palliative Care (preferred, must be completed within 12 months of hire) First Aid/CPR (preferred, must be taken within 12 months of hire) Mask Fit (preferred, must be completed within 12 months of hire) Safe Food Handling (preferred, must be completed within 12 months of hire)

Evaluation

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Ongoing observation and feedback Annual performance assessment and discussion; individual development planning


As a condition of employment, the employee agrees to comply with the organization's Immunization and Infectious Disease Control responses, which may include requirements for vaccination or other health and safety measures in response to public health directives or emerging infectious disease risks, such as pandemics. While there is currently no requirement to be vaccinated against COVID-19, the organization reserves the right to implement or reinstate such requirements in accordance with applicable legislation, public health guidance, or organizational policy. By signing this agreement, the employee acknowledges that compliance with any future vaccination or infectious disease control measures, including potential immunization requirements, may be necessary to continue employment.