Administrative Assistant

Requisition Details

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

Program Name: SMART Program

Number of Hours Bi-Weekly: 45

Work Schedule: Days

Union/Bargaining Unit: OPSEU

Anticipated End Date: June 2027

On Call: No

Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position.

VON Canada is a not-for-profit organization providing home and community care services for over 125 years. Focusing on person-centred care, we provide the support people need and want, at home and in the community, so they can live healthier, happier lives surrounded by loved ones.

VON - At the heart of care.

About the role

Are you passionate about health care and ready to make a meaningful impact in your community? This exciting opportunity is perfect for a detail-oriented administrative assistant who thrives in a collaborative setting. From welcoming clients and coordinating schedules to preparing documents and managing communications, your work will help ensure smooth day-to-day operations that allow our teams to focus on what they do best: caring for our clients.

What we offer

• Competitive salaries, vacation time, and paid statutory holidays
• Tiered Benefits (health, dental, LTD) for eligible employees and an Employee Assistance Program
• Defined Benefit Pension Plan with company contribution for eligible employees
• Comprehensive orientation program
• Gain experience with new health care technology
• Opportunities for skill development, eLearning, and career advancement

What you'll do

• Act as a first point of contact for any general inquiries, including answering phone calls and ensuring staff, volunteers, clients, and visitors are greeted and directed to the appropriate resource in a friendly, courteous manner
• Ensure incoming and outgoing correspondence is distributed
• Schedule and organize meetings and appointments as requested
• Prepare general correspondence, memos, minutes, invitations, reports, and other documents
• Assist in the production of newsletters and in standardizing processes and forms
• Manage filing systems for all clients, personnel, and general files, ensuring accuracy, security, and confidentiality
• Input relevant information and produce reports, statistics, and data as directed
• Order supplies, receive, and maintain an inventory of required supplies
• Collaborate with teams to organize logistics for special projects, events, and seminars
• Receive donations and bill payments, provide receipts, and prepare bank deposits
• Perform other duties as assigned

What we’re looking for

• Post-secondary education in office administration or a related field, or relevant experience
• Proficiency in Windows OS and MS Office Suite programs
• Experience with scheduling software is considered an asset
• Experience with a unionized environment is considered an asset
• Excellent oral and written communication skills
• Strong organizational skills with an ability to prioritize and multitask
• High level of accuracy and attention to detail
• Ability to maintain confidentiality at all times
• A current and original copy of a satisfactory Criminal Records Check or vulnerable sector check is required

VON Canada: Careers that fit your life. Join our team today!

A quick note: This posting is for recruitment purposes. Full job descriptions are available.

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.

Attention Current Employees (Internal Applicants): If you are applying to a unionized position and you are a member of its bargaining unit, please be aware that this posting may remain open beyond the deadline if there are not enough applicants to fill the position(s). If the posting remains open after the initial deadline, VON may close the posting at its’ discretion or a rolling deadline equivalent to the posting period specified in your Collective Agreement will be deemed, and each successive period will be treated as a separate posting for purposes of comparing seniority between candidates.