VON Canada

Administrative Assistant III, Home and Community Care

VON Canada

full-time

Posted on:

Location Type: Remote

Location: Remote • 🇨🇦 Canada

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Job Level

Mid-LevelSenior

About the role

  • The Administrative Assistant III performs high-level administrative functions to support corporate priorities and assist in meeting funder obligations and expectations in accordance with VON standards.
  • The position provides support to the Director and Senior Vice President (SVP) as required.
  • The Administrative Assistant III creates and manages a centralized, electronic information repository and provides analysis on various reports, KPIs and metrics to the Director.
  • Demonstrated experience in customer service, this role will interface with our internal staff, client/ family members and advisors as well as the general public.
  • Prepares and reports data monthly for all KPI metrics for the Director.
  • Supports the senior leadership team with scorecard tracking and measures that are reported to funders and meet Quality Framework needs, highlighting inconsistencies and deficiencies for management analysis and action planning.
  • Supports and coordinates the collection of data for reports utilized by the Director and Management when presenting statistical information to major funders and VON Senior Management Team.
  • Drafts formal communications on behalf of the Director and senior leadership team.
  • Documents and populates briefing notes, annual quality reports and quality plans for internal and external customers/funders.
  • Supports leadership team in developing project plans and timelines for identified priorities.
  • Supports the Director with tracking of data and action plans for any quality improvement initiatives.
  • Supports the programs and services that are the responsibility of the portfolio (for example Client and Family Engagement program).
  • Supports the leadership team to improve and innovate administrative processes, to increase efficiency (i.e. ensures consistent, efficient processes for AP, AR, statistics and record keeping) and coaches/directs administrative staff to implement or follow new processes.
  • Ensures adherence to appropriate internal administrative processes including signatures, cascading of authority, briefing notes, (i.e. documents requiring Board, CEO, or VP approval or input) and some internal and external communications.
  • Supports the Director in managing confidential performance monitoring of leadership team members assisting them in addressing workload priorities and duties as part of that process.
  • Supports meetings taking minutes, maintaining action plans, and monitoring tasks delegated by the Director to ensure work is achieved to agreed deadlines.
  • Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures.

Requirements

  • Post-secondary education in a relevant field of study.
  • 3-5 years of related experience with an environment similar to VON, e.g. health care, nursing, non-profit service, social service, or charitable organization.
  • A minimum of one year of experience engaging in the decision-making process relating to finance, operations, human resources, marketing or business development.
  • Knowledge of government funding, priorities and policies in health-related service delivery.
  • Must have personal vehicle and possess both a current driver’s license and proof of vehicle insurance.
  • 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.
Benefits
  • VON Canada is committed to meeting the needs of persons with disabilities and to providing accessibility accommodations for candidates who require them.
  • VON Canada is committed to embracing and celebrating equity, diversity, and inclusion (EDI) as fundamental to living out our values of Respect, Compassion, and Excellence in all that we do.

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
data analysisKPI reportingproject planningquality improvementrecord keepingcustomer serviceadministrative processesstatistical reportingformal communicationconfidential performance monitoring
Soft skills
interpersonal skillsorganizational skillsleadership supportcommunication skillscoachingproblem-solvingattention to detailtime managementcollaborationadaptability
Certifications
driver's licensevehicle insuranceCriminal Records CheckVulnerable Sector SearchChild Abuse Registry Check