Description
Full job description
Unison at Veiner Centre is a non-profit organization located in Medicine Hat. Dedicated to enhancing life for older Albertans, Unison at Veiner Centre offers an exciting opportunity to engage in meaningful community development and build a career in the charitable sector.
Position: Administrative Clerk(Canada Summer Job)
Salary: $17 per hour
Terms of Employment: Fixed Term Contract – 8 weeks
Location: Medicine Hat
Job Purpose:
To provide administrative support to the Site Director in supporting all organization needs at Medicine Hat locations.
Duties and Responsibilities:
Client Services
· MOW
§ Receive intakes, schedule volunteers and place meal orders.
§ Enter data for new clients (routes, directions, generating meals).
§ Enter client’s information into the database, ensure accuracy when entering data, review and close files as needed and uphold industry standards.
§ Send out new client packages.
§ Communicate with the Food Services Supervisor about any changes to meal plans or dietary needs.
§ Prepare and submit the daily orders for standard meals within specified timelines.
§ Ensure follow-up is completed and recorded daily with all meal clients not home at time of delivery.
§ Print route sheets for volunteers.
§ Provide optimal customer service and professionalism when assisting clients. Keep accurate records of all requests.
§ Keep records of communications with volunteers.
§ Follow “Not Home” protocols and ensure appropriate documentation, escalation and follow-ups are completed.
§ Notify Program Manager of any escalated issues.
· Transportation
§ Receive intakes, schedule volunteers, and accept payment for ride tickets.
§ Maintain accurate volunteer records including but not limited to total number of trips completed, restrictions, vehicle descriptions, incidents and availability.
§ Provide optimal customer service and professionalism when assisting clients. Keep accurate records of all requests.
§ Keep records of communications with volunteers.
§ Follow “Not Home” protocols and ensure appropriate documentation, escalation and follow-ups are completed.
§ Notify Program Manager of any escalated issues.
· Reception
§ Greet and sign in Veiner Center members.
§ Offer and conduct tours of the Veiner Centre.
§ Answer any in-person questions.
§ Answer telephone calls or emails and direct them as required.
§ Process and accept payments for memberships, classes or rentals.
§ Take appointment bookings and registrations for programs.
§ Complete financial reconciliation at days end.
§ Operate the photocopier as requested.
§ Alert staff when their client arrives.
o Administration:
· Cross train in MOW, Transportation, Active Aging and Reception to staff if vacation coverage or sick leave is needed.
· Provide vacation coverage and other related duties as assigned.
· Support the Program Manager in areas of volunteer training, data entry, security and background checks, and compilation of the volunteer manual.
· Responsible for ensuring excellent customer service, being proactive in identifying problems, and able to multi-task.
· Maintain confidentiality in client and Unison Assembly business.
· Wear attire appropriate to the position.
1. Experience gained and skills learned:
The youth will have the opportunity to learn the following hard and soft skills:
Hard skills:
Computer Proficiency (Intermediate level)
· Word processing
· Excel spreadsheets
· Outlook
· Teams/SharePoint
· PowerPoint
· Canva
· Zoom and other networking platforms.
· Serve Tracker – Meals on Wheels database
· Home Base – volunteer database
Soft Skills
· Communication skills
· Work as a team within the organization and within the community.
· Good administration skills including time management, detail oriented and organized.
· Strong written and verbal skills
· Able to work independently and show initiative.
· Comfortable presenting in front of people
· Nonjudgmental/empathetic
· Facilitation skills
· Knowledge of local, provincial, and federal resources for seniors
:
Applicants should meet the following criteria to be eligible for the Canada Summer Jobs program:
· Age between 15 to 30 years
· Be a Canadian citizen or Permanent Resident (International students are not eligible)
Competencies:
· Work as a team within the organization and within the community.
· Good administration skills including time management, detail oriented and organized.
· Strong written and verbal skills
· Able to work independently and show initiative.
· Nonjudgmental/empathetic
Computer Proficiency (Intermediate level)
· Word processing
· Excel spreadsheets
· Outlook
· Teams/SharePoint
· PowerPoint
· Canva
· Zoom and other networking platforms.
Summer youth are required to work 8 weeks, 35 hour/week. Hours will be 8am to 4pm or 8:30am to 4:30pm including a one hour of unpaid lunch break.
Pay: $17.00 per hour
Work Location: In person