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.
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.
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
Qualifications Required:
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)
Unison prioritizes hiring youth facing barriers to employment including Indigenous, racialized, black, youth with disabilities, in official language minority and youth from 2SLGBTQI+ group.
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
Working conditions:
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