Administrative Assistant I, Visiting Nursing (CSJ Program) - Temporary, Full-time

Administrative / Client Service Associates (CSA) Peterborough, Ontario Temporary, Full-Time ReqID: 40155


Position at VON Canada (Ontario)

To be eligible to participate in the Canada Summer Jobs program, applicants must;
  • Be between 15 and 30 years of age at the start of the employment*
  • Be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment**; and,
  • Have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.
*The youth must be 15 years of age at the beginning of the employment period. The youth may be more than 30 years of age at the end of the employment period as long as the youth was 30 at the beginning of the employment period.

**International students are not eligible participants. International students include anyone who is temporarily in Canada for studies and who is not a Canadian citizen, permanent resident, or person who has been granted refugee status in Canada. Youth awaiting a refugee status ruling, as well as those who hold a temporary visitor visa, youth visa, or work visa are ineligible. As the objective of the Canada Summer Jobs program is to support youth entering the Canadian labour market, the temporary nature of an international student’s time in Canada does not allow for a long-term connection to the labour market.
Requisition Details:

Employment Status Temporary, Full-time (1.0 FTE) 
Program Name: Visiting Nurse
Number of Hours Bi-Weekly: 75
Work Schedule: Days
Anticipated End Date: August 2024
On Call: No

Job Summary:

The Administrative Assistant I provides administrative support to the Senior Manager or District Executive Directors (DED) and oversees office administration for the corresponding District maintaining a high level of confidentiality in all aspects of the position.

Key Responsibilities:
  • Acts as a resource for the site for hand held devices
  • Maintains inventory of hand held devices
  • Respond to general inquiries from staff about the devices
  • Provide set up and training to new and existing staff on the set up of the device and key features
  • Provide troubleshooting assistance to staff on the devices and CellTrak application and escalate where necessary
  • Review and ensure that relevant staff sign the ‘Handheld Device Agreements’
  • Determine the need for repair or replacement in the event of damage to devices
  • Maintain records on device inventory and provide reports to site as required
  • Complete regular reporting on data from software applications to assist in the efficiency of operations at the Site
  • Develop and update training materials and manuals for local sites aligned to new initiatives
  • Maintain an awareness of VON Practice and Policy as they apply to software applications
Other Responsibilities:
  • Performs administrative duties to support operations including but not limited to completing and submitting administrative forms.
  • Manages and maintains Senior Manager/ DED’s schedules, appointments and travel arrangements.
  • Assists the leadership team in confidential performance monitoring of management team members to address workload priorities and assigned duties. Maintains personnel files for all managers in support of this process.
  • Arranges and coordinates meetings, including Leadership meetings, and other events
  • Prepares agendas, record minutes and circulates appropriately in a timely manner, ensuring attention to detail and accuracy.
  • Organizes and maintains distribution lists, filing and archive systems for documents, reference materials, contracts and other materials, in both paper and digital formats, ensuring confidentiality and retrieval of all materials. Particular care is taken to maintain service provider specialty certificates and ensuring all appropriate documentation is preserved and tracked.
  • Processes invoices and accounts receivable, allocating to appropriate cost centres, and follow-up as required to ensure accuracy.
  • Completes timesheets for all senior managers, managers, and administrative staff.
  • Supports the onboarding of new employees arranging all necessary logistics, and organizing introductory interviews.
  • Supports the off boarding of employees by arranging exit interviews and removing employee information as required.
  • Performs all other duties as assigned.
Education, Designations and Experience:
  • Post-secondary education in relevant field or equivalent education and experience.
  • 1-2 years relevant administrative support experience in fast-paced office setting including experience working in a health care environment.
  • Demonstrated experience and success in managing small projects.
  • Experience in supporting Human Resources Management administratively is a strong asset.
  • Demonstrated experience writing reports, correspondences and other communication pieces.
Skill Requirements:
  • Proficiency in Windows OS and MS Office Suite programs as well as Adobe Acrobat.
  • Strong aptitude to learn and use computer applications and software as required.
  • Excellent oral and written communication skills.
  • Excellent interpersonal skills.
  • Able to maintain a consistent professional manner with both internal staff and external stakeholders and to maintain confidentiality at all times.
  • High level of accuracy and attention to detail.
  • Strong problem-solving skills.
  • Strong organizational skills with an ability to prioritize, multi-task and handle competing deadlines.
  • Demonstrated ability to work both independently and as a team member to achieve desired results.
  • Strong work ethic, reliable and self-directed.
  • Able and willing to embrace change and effectively manage stresses of a busy office environment.
  • Ability to speak French is an asset in French Designated areas.
  • Ability to attend off-site meetings as required.
  • 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 
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.

VON Canada is committed to meeting the needs of persons with disabilities and to providing accessibility accommodations for candidates who require them. If you are in need of accessibility support, please visit our website at for further details.

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.