JOB SUMMARY
Under the supervision of the Hostel Manager, the Administrative Assistant is responsible for overseeing all administrative support and office services for the Hostel Manager.
ROLES AND RESPONSIBILITIES
- Provide administrative support services for Hostel Manager
- Perform general administrative duties such as: correspondence, compiling reports, photocopying, scanning, and faxing
- Plan and organize meeting for the hostel management including teleconferences
- Attend meeting and take, distribute and archive meeting minutes as required
- Assist in development and implementation of new hostel policies
- Help develop resource material for hostel
- Code and obtain approvals and manage all hostel invoices
- Act as a resource person for the hostel to respond to requests from internal and external sources and direct to appropriate people
- Undertake and complete research assignments as requested
- Assist Hostel Team Leaders with bi-weekly timesheet submissions
- Prepare reports, proposals, work plans, memo’s and letters
- Work co-operatively with Team Leaders on completing monthly work schedules
- Responsible for taking reasonable care to protect the health and safety of yourself and others, by practicing and promoting safe work habits by using personal protective equipment and reporting unsafe acts or conditions to your manager.
- Other duties as assigned by the Hostel Manager
MINIMUM QUALIFICATIONS
- Minimum Grade 12 and/or post-secondary education in Office Administration
- The ability to perform the requirements of the position on a regular basis
- Experience working with Microsoft office products
- Excellent written and oral communication skills
- Strong interpersonal and time management skills
- Ability to speak one or more of the First Nations dialects of the Sioux Lookout District will be an asset
- Knowledge of the people and culture of the First Nations communities in the Sioux Lookout district
- Active CPR & First Aid a definite asset
Key Competencies
- Developing and maintaining a network of contacts, both inside and outside the organization, with people who may be able to supply information, assistance, or support for work-related goals. This includes building and maintaining friendly, warm relationships or a network of contacts with people who are, or might someday be, helpful in achieving work-related goals.
- Taking the initiative to exceed (external and internal) client expectations constantly and consistently.
- Making decisions and/or taking action that recognizes the organization`s unique integrated pattern of behaviors and characteristics.
- Creating honest, trusting, and successful working relationships with others (inside and outside the organization) by consistently demonstrating competence and reliability in job performance, and representing what is best about the organization through demonstrated principles, actions, and communications…
- Working with others to share expertise and achieve outcomes that benefit the organization; stepping in to fill necessary roles that others are unable or unwilling to do; demonstrating strong communication skills to others on the team through active listening, summarizing, facilitating and “bridge building”…
- Ensuring that work accomplished is accurate in all relevant aspects.
Background
The typical minimum level of education to perform this job competently is equivalent to high school graduation and completion of a diploma training program at a college or technical school. The person requires an ability to understand, utilize and communicate specialized information in speech and written text. This specialized training is often formalized and recognized by a specific certificate, diploma or license.
Directly/indirectly related work experience representing continuous learning and required for someone to perform this job competently is six months to one year.
Ongoing work assignments typically have clearly defined goals. The incumbent’s education, training, and previous experience ensure work assignments are successfully carried out because he/she understands what is expected, as well as the best approach to take.
