Volunteer Services Assistant

The Municipality of Chatham-Kent is seeking a temporary full-time Volunteer Services Assistant at Riverview Gardens Long-Term Care Home for a period up to September 30, 2024. This position provides administrative/clerical support for the Supervisor, Therapeutic Recreation and Volunteer Services, as well as administrative/clerical tasks for the Seniors Services division. Essential responsibilities: Demonstrate Chatham-Kent’s core values and competencies Perform a wide range of administrative tasks with a high degree of accuracy Participate in preparation of materials for orientation of new employees, students, and volunteers Maintain records for the division Assist with the organization and maintenance of Volunteer and Pastoral Care databases, schedules, and reports Assist in maintaining up-to-date documentation regarding all aspects of the volunteer program/activation department/pastoral care department Update Seniors Services website as required Assists with the development of marketing materials (social media graphics, brochures, flyers, posters, etc.) Assist with communications both internal and external including RVG subscription service, managing email inboxes, social media coordinating with corporate communications Facilitate information flow within the department, with other departments and outside agencies as applicable Prepare agendas, attend and participate in divisional meetings and other meetings as required, as well as maintain accurate minutes Assist in organizing publicity and recognition events for the volunteer program Assist with volunteer fairs Review and track project status reports Assist with reception duties as required; respond to inquiries from staff, residents and visitors using judgement and sensitivity Assist with N95 Training for staffAssist management and staff as needed Essential qualifications: College certificate or diploma in a related office administration program, with six (6) months to two (2) years of related experience Experience in an office administrative role, including creating presentations and correspondence; file management (preferably TOMRMS system) Knowledge of volunteer management practices and processes Experience with arranging meetings, including booking facilities/rooms, preparing agendas, recording and transcribing minutes Experience managing databases and creating related reports Experience managing webpages, preferably in a municipal environment Experience using effective project management strategies Strong interpersonal, communication, and customer service skills Strong computer skills, specifically Microsoft Office (Word, Excel, PowerPoint, Outlook) Other qualifications: Experience in a long-term care home and/or a hospital setting would be an asset Knowledge of/experience working with volunteer services an asset Experience developing marketing materials, posters and flyers and communications is an asset Experience with recruitment process an asset Knowledge of Point Click Care an asset Work environment/hours of work: This position works weekday hours, with occasional evening and weekend hours Background check This position works with vulnerable residents in a position of trust and authority, on a sustained and regular basis, in a largely unsupervised capacity. A Vulnerable Sector Screen is required (Fixing Long-Term Care Act section 252 O. Reg. 246/22) prior to being accepted for employment. You must be 18 years of age or older to obtain a vulnerable police check. All staff members shall promptly provide the employer with a signed declaration disclosing new charges, convictions, orders and restraining orders, consistent with Ontario Regulation section 253 O. Reg 246/22 made under the Fixing Long-Term Care Act, with respect to the period since the date the person’s last criminal reference check under subsection (2) was conducted. Benefits This temporary full-time position will receive vacation and statutory benefits in accordance with Employment Standards Act. When internal employees are applying to a temporary vacancy and want to maintain their permanent status: positions posted as “temporary” may be filled with permanent employees (full-time, part-time and call-in) who want to keep their permanent status provided their ability to be released to a temporary position is reviewed and approved with their current manager/supervisor before submitting an application. Essential physical and/or safety requirements: Annual Flu immunization is required 2 step TB skin test to be completed within two weeks of starting position Walking: frequent walking on level surface (up to 4.55 kgs or 10 lbs) (task completion may require walking to various floors or departments in the Home and/or participating in administrative meetings or scheduled resident's events) Sitting: constant sitting in a chair (up to 4.55 kgs or 10 lbs) (sits for prolonged periods of time answering/calling on the telephone and repeated use of both hands for data entry and typing correspondence, memos, letters, reports and any further clerical tasks applicable to the needs of the departments, i.e. statistics, recordkeeping, maintaining files etc.) Reaching: frequent handling; constant reaching below shoulder, forward (up to 4.55 kgs or 10 lbs) (duties require repeated forward reaching to retrieve or utilize the telephone, keyboard, computer, printer, adding machine, photocopier, facsimile machine, assorted books, papers, filing cabinets, and other such standard office equipment) Hands: frequent gripping, pinching; constant fine finger dexterity (movement), mousing (prolonged periods of time answering/calling on the telephone and repeated use of both hands for data entry, typing and any further clerical tasks applicable to the needs of the departments (i.e. Resident/family mail outs, etc.); repeated use of printer, photocopier, facsimile machine, and other such standard office equipment) ________