Administrative Assistant

POSITION:                           WELLNESS ADMINISTRATIVE ASSISTANT

HOUR OF WORK:                 FULL-TIME, PERMANENT (35 HRS/WEEK)

REPORTS TO:                      WELLNESS DIRECTOR

PROGRAM SUMMARY: The Wellness Department, in collaboration with the Tsawout First Nation (TFN) and broader community, is responsible for increasing the capacity and sustainability of the Department and enhance engagement/ownership of the wellness of the TFN community. The Department develops and implements wellness programs that incorporate the traditions, values and strengths of the Nation.  The Wellness Department delivers a range of community wellness programs and wellness promotion services to the TFN community.

POSITION SUMMARY: To provide reception and administrative support to the department.  This position is the initial point of contact and is responsible for greeting and directing public, community members and others in a polite and professional manner.

DUTIES AND RESPONSIBILITIES

• Redirects, collects and manages information appropriately in order to facilitate departmental communication and public service such as departmental meetings, community events;
• Coordinates and arranges meetings and events using shared calendar and other means of communication; books and sets up/takes down meeting rooms including the set-up and operation of teleconference equipment (when required);
• Maintains and updates network records, TFN wellness department website information; and electronic and community bulletin boards and newsletters;
• Keeps daily records of all services provided to clients on the SaFire Software;
• Maintains contact with community members, service professionals and others in the delivery of administrative services;
• Receives, screens and responds to daily inquiries by answering incoming calls, handling in person inquires and route such inquires to appropriate staff members and/or resources as required; and receives, responds to/forwards and tracks all incoming documents;
• Books fleet vehicles, completes pre and post usage inspections, complete applicable paperwork;
• Collects, date stamps, sorts and distributes mail daily; records all mail into mail registry;
• Drafts letters, spreadsheets and other documents; photocopying, faxing, and tracking outgoing reports and/or proposals as requested by the Wellness Director;
• Creates and maintains a Nation member contact list (telephone, email, mailing address);
• Processes all outgoing and incoming courier packages, filing tracking receipts and signing for verification;
• Assists in the preparation and distribution of meeting packages as directed;
• Controls, monitors and ensures the security of departmental stationary supplies and equipment , and prepare supply purchase orders for approval by Wellness Director;
• Prepares purchase orders as needed and prepares service invoice requests for submission to the finance department;
• Coordinates meetings and community events, including organizing caterers for Wellness events and meetings as directed by the Wellness Director;
• Assists in the preparation and upkeep of the standard operations manual for reception activities;
• Participates in relevant training and workshops identified by the Wellness Director;
• Monitors areas of responsibility for opportunities for improvement and innovation and works proactively to implement these;
• Attends departmental meetings and events as required;
• Exercises high degree of tact and diplomacy with the TFN Membership and all Nation contacts;
• Maintains strict confidentiality and exercises sound judgment and discretion when dealing with sensitive issues;
• Presents a professional, positive and helpful attitude at all times;
• Promotes a safe work place; ensures that all established safety procedures are followed;
• Carries out other duties essential to the position as directed by the Wellness Director.

EDUCATION AND EXPERIENCE

• Grade 12 graduation (Dogwood or BC Adult Graduation Diploma);
• Post-secondary diploma or certificate/training in business or office administration an asset;
• Minimum of 1 years’ experience in general office responsibilities and procedures; or
• An equivalent combination of education and experience;
• Experience creating documents, spreadsheets, memos, messages etc. with Microsoft programs;
• Experience maintaining records, filing and correspondence tracking, an asset;
• Vulnerable Sector Criminal Record Check required as a condition of employment.

KNOWLEDGE, SKILLS AND ABILITIES

• Working knowledge of routine office practices, systems and procedures; and of the proper form of business letters and business English;
• Thorough knowledge of word processing, spreadsheets, presentation and publisher using Microsoft Office;
• Sound organizational skills and extremely detail-oriented;
• Advanced verbal and written communication skills including the ability to provide, obtain or follow clear, concise and accurate information orally and in writing (including spelling, grammar, context and structure);
• Ability to exercise initiative and courtesy and to assess situations and recommend solutions;
• Ability to work independently with limited direction, act on own initiative, set own priorities and meet tight or changing deadlines;
• Ability to maintain strict confidentiality and to exercise sound judgment and discretion when dealing with sensitive issues;
• Ability to foster and maintain positive working relationships with colleagues and external contacts;
• Strong work ethic including the ability to take initiative; to attend work on a regular and consistent basis, and to demonstrate a collaborative approach to problem solving.

OTHER FACTORS

Culture/Language

Respect for and working knowledge of the W̱SÁNEĆ culture and SENĆOŦEN language is required.

Personal Attributes

The Administrative Assistant maintains strict confidentiality in performing their duties and demonstrates the following personal attributes: Respect, Empathy, Strength, Pride and Equality

Our Benefits package includes:

• Medical insurance
• Dental insurance
• Vision insurance
• Long-term disability insurance
• Life insurance

Preference may be given to qualified individuals of First Nation Ancestry.

Apply now and join our team!