Volunteer Resource Associate

Newmarket, ON, CA, Canada

Job Description

Company Bio



Southlake is building healthy communities through outstanding care, innovative partnerships, and amazing people. We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka.

Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family Advisors are committed to creating an environment where the best experiences happen. As a recognition of our commitment to quality and patient safety, we have received the highest distinction of Exemplary Standing from Accreditation Canada.

Job Summary




The Volunteer Patient Experience Associate is responsible for coordinating onboarding logistics for volunteers, assisting with data entry and report generation, and supporting engagement with our Patient Experience Partners. The role also provides administrative support to the Diversity, Equity, and Inclusion (DEI) team, helping to advance inclusive initiatives across the organization. This position involves frequent collaboration with internal stakeholders to ensure volunteer and patient engagement activities align with program needs and organizational priorities. The successful candidate will contribute to maintaining a positive and inclusive environment that reflects the hospital's values of respect, accountability, and quality care.

Qualifications



Bachelor degree in Human Resources or related discipline and Certificate in Volunteer management preferred 1-2 years administrative or customer service experience in a healthcare or nonprofit environment preferred Proven understanding of volunteer management and engagement principles and cycle (recruitment, interviewing/screening, selection, orientation & training, monitoring and supervision, evaluation recognition). Proven innovative volunteer program development. Ability to accomplish goals to the highest standards with an emphasis on quality and safety. Excellent oral and above-average written and verbal communication skills including good grammar, composition and spelling. Evidence of strong organizational, priority-setting and time management skills with the ability to work under pressure and meet deadlines with minimal supervision. Excellent interpersonal and leadership skills with demonstrated ability to communicate effectively with diverse groups of people. Strong team player with proven ability to problem solve and resolve conflict. Self-motivated with the ability to work with constant distractions & interruptions. Proficiency with Windows-based software including Excel and Word. Proficiency in VSys volunteer management system a definite asset. Flexibility in working hours to meet operational requirements, including occasional evenings and weekends.

Closing Statement



Regular and reliable attendance is an expected requirement of this position.


At Southlake, we are committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live and serve, including those with disabilities. Southlake is committed to providing accommodations in all parts of the hiring process. If you require an accommodation, we will work with you to meet your needs.


It is the responsibility of all Southlake employees to work in a safe manner and promote health and safety in the workplace.

Primary Responsibilities



Supports the onboarding process for volunteers, including scheduling orientations, preparing materials, and coordinating ID badge/photo appointments. Maintains volunteer files and ensures completion of compliance requirements, such as training modules, immunization records, and confidentiality agreements. Provides clear, timely communication to new and prospective volunteers, ensuring a welcoming and informative onboarding experience. Supports onboarding and orientation days (in-person or virtual) and acts as a liaison between volunteers, program staff, and internal departments to ensure readiness for placement. Assists with follow-up communication to ensure volunteers have the necessary tools, information, and contacts to succeed in their roles. Tracks and organizes onboarding metrics and feedback to identify areas for improvement and streamline processes. Provides general administrative support including calendar coordination, preparing documents and presentations, and responding to routine inquiries from volunteers and internal stakeholders. Helps organize volunteer-specific events, such as training sessions and appreciation activities, including tracking RSVPs, coordinating venues, and preparing materials. Works closely with the Patient Experience team to support the coordination and operations of the Patient Experience Partner (PEP) Program. Acts as a key point of contact for Patient Experience Partners, providing timely updates, scheduling support, and general program guidance. Coordinates the logistics for interviews and onboarding of new Patient Experience Partners, including scheduling, preparing materials, and sending confirmation/follow-up communications. Assists in the proccess of implementation of calls for participation by preparing and distributing materials internally, maintaining application records, and tracking interest. Supports the development and distribution of regular communications to Patient Experience Partners, including newsletters, meeting invitations, and engagement opportunities. Maintains accurate records of Patient Experience Partner activities and participation using relevant tracking systems. Provides administrative support for Patient Experience Partner events, meetings, and feedback sessions, including minute-taking and follow-up. Supports the collection and analysis of qualitative feedback shared by Patient Experience Partners to help inform hospital-wide improvement initiatives. Identifies quality indicators and participate in initiatives to achieve continued volunteer satisfaction. Assists in the development of departmental policies and procedures.

Assists in the development of manuals and handbooks which can be used in training and informing volunteers.

Provides general administrative support to the Patient Experience, Volunteer Resources, and DEI teams, including calendar coordination, meeting preparation, and document formatting. Supports invoice processing by being trained on the hospital's internal financial system (e.g., ordering supplies, coding expenses, submitting purchase requisitions). Tracks and processes payments, invoices, and reimbursement requests in alignment with organizational policies and deadlines. Prepares and distributes internal memos, communications, and other administrative correspondence as needed. Supports the execution of internal events and meetings by booking rooms, ordering catering, preparing materials, and coordinating logistics. * Acts as a reliable resource for responding to day-to-day administrative inquiries and requests within the department.

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Job Detail

  • Job Id
    JD2497380
  • Industry
    Not mentioned
  • Total Positions
    1
  • Job Type:
    Full Time
  • Salary:
    Not mentioned
  • Employment Status
    Permanent
  • Job Location
    Newmarket, ON, CA, Canada
  • Education
    Not mentioned