Safe Communities Administrative Assistant – Ref #2024-062 - Sioux Lookout, Canada - Sioux Lookout First Nations Health Authority

Description

Safe Communities Administrative Assistant – Ref #

Job Summary:

The Safe Communities Administrative Assistant will oversee administrative services and provide support to the Safe Communities team.

The Safe Communities Administrative Assistant is directly accountable to the Safe Communities Manager.

Qualifications:

• Completion of at least one year post-secondary education in Secretarial Arts
• Work experience and/or education in a health related area is considered an asset
• Previous office administration experience is considered an asset
• Ability to communicate effectively via telephone and in person
• Ability to communicate in Ojibway, Oji-Cree, and/or Cree is an asset
• Must have good written and verbal communication skills in order to complete correspondence and respond to requests for information
• Must be self-motivated and able to work independently
• Experience and training in cultural competency with First Nations
• Demonstrates professionalism, accountability and maintaining confidentiality
• Ability to multi-task, meet deadlines and adapt in a fast-paced environment
• Task centred, maintain a high level of efficiency and strong attention to detail
• Knowledge and sensitive of First Nations populations
• Valid Ontario G drivers licence
• Ability to perform the requirements of the role on a regular basis

Roles and Responsibilities:

1. Plans and co-ordinates the activities of Safe Communities to increase the time available to the Safe Communities Manager and other members of the Safe Communities team for the management and delivery of the program/services.
2. Co-ordinates the collection and preparation of material for programming
3. Typed documents include: letters, memorandums, work plans, reports, administrative circulars, internal instructions and confidential correspondence
4. Make meeting arrangements, prepare agendas and prepares minutes of meetings.
5. Proofreads and modifies grammar, spelling and punctuation of all documents before submitting for signatures or mailing
6. Receives, assesses for information from other departments and staff, made by telephone or in person, and/or refers to the most appropriate person
7. Answers requests for information, made by telephone or in person, from the general public and other community agencies. Conveys messages to other departments, Safe Communities team members, and outside agencies
8. Provides receptionist duties for the Safe Communities Manager and Safe Communities team members. Duties include but not limited to screening of telephone calls, taking and conveying messages and providing general information as required
9. Assembles material for education and/or administrative purposes and distributes as required
10. Orders and maintains an office supplies inventory for the Safe Communities team.
11. Maintains the office filing system for Safe Communities
12. Accesses e-mail for messages or information directed to the Safe Communities Manager, team members and/or self.
13. Designs and produces forms and/or graphs for specific use in relation to the administrative of the project
14. Inputs data related to Safe Communities services and compiles reports as required by the Safe Communities Manager and/or other team staff
15. Maintain accountability by working within the program guidelines, by providing regular reports to the Safe Communities Manager and other team members as appropriate
16. Demonstrate professionalism and accountability by maintaining client and community confidentiality and completing the required documentation
17. Co-ordinates travel for Safe Communities team members
18. Other related duties as directed by the Safe Communities Manager
19. Provide assistance when required and any other duties assigned

Closing Date: Open Until Filled