Responsibilities
- Performing administrative duties, receiving information, and completing necessary tasks.
- Adheres to all KO Policies and Procedures.
- Maintains confidentiality and privacy.
- Providing administrative support to the eHealth Staff; assisting with orientation of new staff; scheduling.
- Maintaining eHealth storage supplies; ordering and distributing medical supplies and equipment; maintaining appropriate inventory controls for the health programs; access to inventory management system and working with Inventory clerk at KO. Ability to lift 20-40 lbs.
- Arranging travel and accommodations; processing of purchase orders; liaising with other administrators.
- Schedule, organize, and attend meetings to record minutes.
- Perform any errands for the office such as purchasing supplies, delivering packages, etc.
- During pandemic protocols within communities, receive training to provide point of care Covid testing (Rapid Antigen test, GeneXpert and ID Now). Associated duties include but are not limited to: complete documentation; perform COVID testing for asymptomatic staff that require testing for travel, provide more information, sanitize the work area, and complete inventory counts.
- Be available after work hours/weekends for any urgent matters.
- Travel to KO communities to support surge capacity during crisis situations.
- Maintaining a professional rapport with staff, communities, and external partners.
- Routinely review tasks and duties with KO eHealth Director.
- Provides reception, clerical, and administrative services.
- Provides reception function for the office, answering phones and inquiries as necessary.
- Provides general office support such as word processing, photocopying, and processing incoming and outgoing mail and faxes.
- Books travel and accommodation arrangements for KO eHealth staff including requesting travel advances and submitting expense claims according to Finance policy.
- Coordinates arrangements for KO eHealth meetings and events by booking appropriate facilities.
- Maintains an office calendar of planned meetings.
- Orientates new staff to use telephone and office equipment.
- Prepares and manages correspondence, reports, and documents.
- Administers purchase order system for KO eHealth including obtaining authorization signatures from managers at main office.
- Orders office supplies for KO eHealth office and communities; organizes the delivery of freight to communities as needed.
- Conducts errands and performs other general tasks to keep the office running smoothly.
- Ensures the prompt purchase and delivery of office supplies and equipment to the Community Telemedicine Coordinators
- Maintains inventory of contacts for KO eHealth.
- Demonstrates commitment to KO eHealth Staff Team
- Participates in regular KO eHealth staff meetings and on committees as required.
- Participates in annual performance evaluation as required.
- Participates in training and updating activities as required as per goals set during annual performance appraisal.
- Other duties as assigned by the Director of eHealth Services.
KNOWLEDGE and SKILLS
- 1.
- Grade 12 or equivalent; office administration experience essential 2.
- A minimum of 3 years’ experience in office support or administration.
- 3.
- Ability to collaborate well with others and work independently.
- 4.
- Proven experience as an Administrative or Executive Assistant.
- 5.
- Knowledge of office management systems and procedures.
- 6.
- Experience with basic financial and accounting procedures is an asset.
- 7.
- Working knowledge of office equipment, such as printers, and fax machines.
- 8.
- Proficiency in Microsoft Office/Teams, Adobe, and converting documents to pdf for signature.
- 9.
- Excellent time management and organizational skills and the ability to prioritize work.
- 10.
- Attention to detail and problem-solving skills.
- 11.
- Understanding of Indigenous culture and traditions or willingness to learn 12.
- Excellent verbal and written skills in English.
- 13.
- The ability to speak Oji-Cree, Cree, or Ojibway is an asset.
- 14.
- Familiarity with Microsoft Tools and a willingness to learn and use other software including electronic charting tools.
- 15.
- Excellent report writing and note taking skills.
- 16.
- Must possess a Class “G” Driver’s License and have access to a personal reliable vehicle.
- 17.
- Willingness and ability to travel to the KO remote communities and other KO offices (Thunder Bay and Balmertown routinely).
- 18.
- Sensitivity to geographical and cultural needs of Anishnawbe people Ability
Location: Balmertown, Ontario or Thunder Bay, Ontario
Travel
travel to remote First Nation communities and other KO offices when needed.
Job Type: Full Time Permanent
Salary
$47,768.00
We encourage applicants to self identify if they are Indigenous, more specifically if they are a member of the six First Nation communities Keewaytinook Okimakanak serves.
This is an existing position.
Those chosen for interview may only be contacted.
