Administrative Assistant I - Pictou, Canada - VON Canada (Nova Scotia)

VON Canada (Nova Scotia)

Verified Company

Pictou, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition Details:

Employment Status:
Temporary, Part-Time (0.6 FTE)

Program Name:
Branch Operations - Supply Room

Number of Hours Bi-Weekly: 45

Work Schedule:
Days

Anticipated End Date: 03/31/2025

On-Call:
No

Job Summary:

The Administrative Assistant - Supply Room is responsible for maintaining and tracking inventory, ordering, receiving and delivery of medical supplies to assist VON in providing quality service to clients.

This position acts as a resource for Service Providers at the site by preparing medical supplies for shipment that are required for clients.

The supply clerk is also responsible for tracking and cleaning medical equipment as well as all required administrative duties.

Key Responsibilities may include:

Responds to any general inquiries including answering telephone calls and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly courteous manner.
Responds to messages from the answering service as required.
Greets and directs all inoffice visitors and incoming calls.
Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.
Responsible for the mail pickup and drop off.
Answers general inquiries regarding the VON organization with informed and satisfactory responses.
Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.
Schedules and organizes meetings and appointments as requested.
Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.
Assists in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.
Supports the management of filing systems for clients, personnel, and general files, ensuring accuracy, security and confidentiality
Updates policies/procedures and manuals as required.
Inputs relevant information and produce reports, statistics and data as directed for the efficient operation of the function and retrieves data reports.
Orders supplies, receives and maintains an inventory of required supplies.
Collaborates with teams to organize logistics for special projects, events and seminars.
Performs other duties as assigned.

Education, Designations and Experience:

Postsecondary education in office administration, office information technology or a related field or related relevant experience
Customer service training an asset
Proficiency in Windows OS and MS Office Suite programs
Experience with scheduling software and Cognos is considered an asset
Experience with a unionized environment is considered an asset.

Skill Requirements:

Excellent oral and written communication skills
Strong organizational skills with an ability to prioritize and multitask
Excellent customer service skills
High level of accuracy and attention to detail
Able to work both independently and within a team
Ability to maintain confidentiality at all times

Other:

Criminal records and vulnerable sector check
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.