Reception/Administrative Assistant

We are seeking a dedicated Administrative Assistant to join our team at Hospice Halifax. The Administrative Assistant plays a crucial role in supporting hospice operations by providing administrative and clerical support to various services and departments within the organization. Join us in providing compassionate care and make a difference in the lives of patients and families facing end-of-life care.

About Us

Hospice Halifax is a compassionate and supportive community of staff, volunteers and donors dedicated to making dying and living as comfortable and meaningful as possible at the end of life. Our hospice is an inclusive space where individuals and their families receive personalized and dignified end-of-life care for free.

Hospice Halifax continues to take action against racism and discrimination in the workplace and to identify and address systemic barriers to full and equal participation. As such, each and every member of our team must be committed to fostering a safe working environment where all members experience an authentic sense of inclusion and belonging.

Primary Function of Position

This position is the friendly, welcoming face of Hospice Halifax and is responsible for providing general reception and administrative services, supporting the clinical, support services, leadership and donor relations teams. The ideal person for the job will be compassionate with exceptional communication and organization skills and a meticulous attention to detail. They will have previous experience working in a reception role, performing administrative duties and providing support to management.

Duties and Responsibilities

Reception and Administration

• Provide reception support to ensure that Organization care goals are met and operations run smoothly, inclusive of scanning, faxing, copying, keeping track of office items, answering and directing phone calls and general emails
• Responding to inquiries face to face and on the telephone, providing information or directing inquiries to the appropriate staff members
• Greet clients, families and guests, ensuring everyone follows screening procedures
• Receive and distribute incoming and outgoing mail and packages
• Assists with administrative tasks (creating and formatting documents, scheduling meetings, taking minutes, etc.)
• Coordinate office supplies and equipment maintenance
• Provide administrative assistance with IT related matters, including phone system
• Manage and organize paperwork, documents, and electronic files, including data entry and filing as required
• Assist in policy updates and organization
• Train volunteers for reception backup
• Perform other duties as assigned to ensure the efficient and effective operation of the organization
• Provide administrative support for board meetings,including taking minutes

Clinical and Support Services

• Collection and input of patient chart data, physical and electronic
• Maintain manual and computerized information filing systems, utilizing knowledge of clinical records and procedures, and control confidential materials and documents
• Sorting confidential inbox and screen incoming faxes and add referrals to Electronic Medical Records Complete chart checks at discharge, capture needed data, archive files
• Update and format clinical forms as needed, ensure physical copies stocked
• Filing and scanning client charts
• Assist in preparing clients for admission (admission packages)
• Maintain counselling client records and schedule appointments for counsellors
• Supports team by performing tasks related to organization and strong communication
• Research, evaluate, and summarize historical data, including reports as needed
• Secures information by completing necessary backups of important data
• Maintains and protects operations by keeping information confidential
• Mailing of client follow up including family surveys, bereavement letters etc.
• Maintains supply of bereavement packages

Donor Relations

• Assist the Manager of Annual and Planned Giving with maintenance of the donor database and related activities (preparation of tax receipts and thank you cards, etc)
• Assist and train volunteers and new data entry operators on software programs
• Processes phone and in-person donations
• Provide management reports on donations
• Prepares and mails in-memoriam, thank you, and other cards
• Provide support for events (mail-outs, information packages, payment receipts)
• Assist with projects and special assignments

Qualifications

Education and Experience:

• Post-secondary administrative or business program an asset
• Administrative or Office Manager experience, 1 year
• Ability and willingness to meet challenges and adapt to changing situations an asset
• Previous work experience in non-profit an asset
• Previous work experience in a healthcare or clinic environment an asset
• Administrative experience in general office responsibilities and procedures
• Knowledge of principles and practices of office management, organization and general administration
• Bondable (criminal record check will be requested upon offer)

Skills and Abilities:

• Strong organizational and prioritization skills and the ability to manage multiple tasks
• Ability to build rapport and exude professionalism with all interactions
• Demonstrated skill in working collaboratively and effectively with others
• Computer literacy, including use of Google Suite of services, Microsoft Office products
• Comfortable with death and grief and possess a great deal of compassion and empathy
• Possess a strong desire to learn and expand skills
• Excellent written and oral communication skills
• Exceptional customer service and telephone skills
• Tact and discretion in dealing with and handling confidential information
• Possess cultural awareness and sensitivity
• Ability to maintain a high level of accuracy and attention to detail
• Ability and willingness to meet challenges and adapt to changing situations an asset

Additional requirements:

• Supports efforts at recycling and reusing where appropriate
• Participates on committees as required and meets regularly with the Hospice staff team
• Supports Hospice fundraising activities
• Represents Hospice Halifax in the community

Work Conditions:

Extended periods of sitting, Casual dress, On-site parking

How to Apply:

Please forward a cover letter and resume and reference “AdminAssistant2024” in the subject line of the email.

Applications will be reviewed on a rolling basis until March 18, 2024.

Hospice Halifax is committed to cultivating a welcoming, inclusive and compassionate culture. We believe inclusion of diverse backgrounds and perspectives is fundamental to our success. We welcome candidates from all backgrounds and experiences to apply.

We thank all applicants for their interest in working with Hospice Halifax. Only those selected for interviews will be contacted.

Job Types: Full-time, Permanent

Salary: $40,000.00-$50,000.00 per year

Benefits:

• Casual dress
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• AEC / DEP or Skilled Trade Certificate (required)

Experience:

• Reception: 1 year (preferred)
• Administrative or Office Manager: 1 year (required)

Work Location: In person

Application deadline: 2024-03-18