Administrative Assistant - Veterans Centre Recreation Therapy/Creative Arts - Regular full-time 2024-8725

Summary of Duties

Reporting to the manager, the assistant will provide administrative support to the management of the Recreation & Creative Arts Therapies department.

Support Functions Include:

• act as primary contact for the Recreation & Creatives Arts Therapies department manager and team
• provide administrative support (initiate and prepare agendas, minuting of all meetings, room bookings, maintain master documents, photocopying, collation and distribution of materials) for the department and the Veterans resident council.
• creates and maintains staff work schedules and time off requests.
• provide support to Recreation & Creative Arts Therapies team members by liaising and coordinating with internal stakeholders and external vendors.
• respond to all mail and telephone inquires; receive and sort mail, deliveries.
• responsible for the day to day operation of bus scheduling, the Blythwood Social Club, Annex and K wing garden.
• acts as a liaison and providing support to volunteers associated with the Blythwood Social Club, contractors offering hair services and newspaper deliveries as needed.
• coordinate the onboarding of new employees and student learners
• coordinate, track and maintain inventory of purchases, leases, equipment and office supplies.
• manage all department purchases, account creation and purchase orders.
• reconcile departmental expenses and budget with manager.
• track and reconcile expenses related to Veterans Comfort Fund spending.
• organize and maintain confidential documents, time sheets and payroll

Qualifications/Skills:

• community college and/or completion of secretarial or business course required
• previous work experience with seniors/recreation therapy an asset
• keyboarding skills of 60 w.p.m. With a maximum of 5% error rate
• advanced computer skills, which include the ability to use Microsoft Office/Windows, Word, Excel, PowerPoint, Outlook
• Proven interpersonal, problem-solving and conflict resolution skills
• excellent communication skills (both verbal and written)
• ability to work independently essential
• excellent numerate abilities
• ability to respond to stakeholders concerns/complaints
• ability to maintain strict confidentiality related to employee and patient information