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Administrative Assistant

Title                                                       Administrative Assistant

Reports to                                           Executive Director

Hours of Employment                    20 hours / week 

Job Purpose                                       The Administrative Assistant acts as the central resource for the organization on all administrative matters. The Administrative Assistant works with a team of volunteers, the Front Desk Receptionist and other staff members to ensure the smooth running of the organization.

Job Training                                       Professional development funding and on the job training will be provided.

Do you enjoy working with a diverse and dedicated group of individuals to deliver much needed services? Are you a self-starter with a friendly, cheerful and outgoing personality who enjoys interacting with others? Is your success measured by improving the life circumstances of others? If so, the Victoria Brain Injury Society (VBIS) wants to meet you. 

The Victoria Brain Injury Society was founded in 1983 with a mission to provide support, education and advocacy for persons with a brain injury throughout southern Vancouver Island.  We provide services designed to support clients, families and caregivers through crisis, improve their physical and emotional well-being and teach compensatory and coping strategies for dealing with life challenges arising in the aftermath of an acquired brain injury (ABI).  We are the primary social service organization exclusively dedicated to the needs of the brain injury community in the Capital Region District. 

Reporting to the Executive Director, this position supports the effective and efficient operations of VBIS by ensuring efficient operations of our office. The Administrative Assistant is responsible for providing support to our managers and staff, assisting in daily office needs and managing our company’s general administrative activities, ensuring the efficient and smooth day-to-day operation of our office. Our office is open from Monday – Thursday but your hours may be flexible.

DUTIES AND RESPONSIBILITIES

Facilities Management

  • Interface between VBIS and external providers, e.g. insurance agents, landlord, IT support, cleaning services, database support
  • Scheduling room bookings
  • Upkeep of posters/reminders around VBIS and working with janitor to maintain a safe, clean work environment
  • Coordinate the repair and maintenance of office equipment, such as telephone, photocopier, etc., calling in external professional assistance as needed

Financials

  • Maintain petty cash box contents and records
  • Maintain deposit book records and ensure deposits are made in a timely manner
  • Maintain ICBC payments/tracking systems
  • Process electronic donations on CAFT – training will be provided
  • Interface with bookkeeper and Executive Director to ensure that all expenses including credit card and other expenses are correctly allocated

Fundraising/Donor Relations

  • Field communications from donors/ potential donors in an effective and professional manner
  • Have efficient system of thanking donors
  • Maintain database of donors

HR Assistance

  • Maintain records of staff including contact list, annual CRC declarations, flu shots etc
  • Ensure policies and procedure manual is up to date
  • Take notes at staff meetings and coordinate agenda
  • Maintain staff schedule

General Administration

  • Liaise with and follow procedures for government and funding agencies to ensure the Society is meeting requirements to stay in good standing
  • Prepare general– and member–specific correspondence; prepare outgoing mailings and maintain adequate postage, envelopes, etc.
  • Receive and process faxes
  • Process and complete information requests according to established policies
  • Assist with projects as required by case managers and inreach team

QUALIFICATIONS, SKILLS AND ATTRIBUTES

Mandatory Qualifications, Skills and Attributes

  • Excellent professional verbal and written communication skills
  • Proficiency in using Microsoft applications including Excel, Word and Outlook
  • Ability to create a safe and supportive environment for clients and maintain a calm and professional demeanor
  • Extremely well-organized with great time management skills to schedule administrative workload
  • Ability to work both independently and within a team, to take initiative, and to prioritize work even when there are frequent interruptions
  • Aware of, and sensitive to, cultural, ethnic and economic diversity; skilled at handling clients who are experiencing challenges related to mental health and/or substance misuse
  • Ability to interpret verbal and non-verbal behaviour, to develop accurate perception and understanding of others’ feelings, needs, values and opinions
  • Open to reflective practice, learning, growth and development
  • Approachable, helpful, positive and solution-oriented
  • A criminal record check is required
  • Capacity to learn new skills and software

Desirable Qualifications, Skills and Attributes

  • Knowledge and understanding of acquired brain injury
  • Experience in office administration preferably in the non-profit sector
  • Experience working with volunteers

Victoria Brain Injury Society is dedicated to providing support, education and advocacy to people with brain injuries and their families. We pride ourselves on having a relaxed, positive office environment where people feel free to be themselves. We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their racial identity, disability, religion/belief, sexual orientation, gender identity. We encourage people with lived experience of brain injury to apply for positions. Should you require accommodations in order to attend the interview or work in our office environment please let us know.

This Job Description is subject to review and amendment by the Executive Director and the Administrative Assistant as required.

Qualified applicants are invited to e-mail their resume and cover letter, quoting “Administrative Assistant” in the subject line, to pamp@vbis.ca. Position will be posted until a suitable candidate is found.

Front Desk Receptionist

Title                                                       Front Desk Receptionist

Reports to                                           Executive Director

Hours of Employment                    30 hours / week

Compensation                                     Commensurate with experience

Start Date                                               ASAP

Job Purpose                                       The Front Desk Receptionist works with a team of volunteers, the Manager of Operations and other staff members to ensure the smooth running of the organization.

Job Training                                       Professional development funding and on the job training will be provided.

Do you enjoy working with a diverse and dedicated group of individuals to deliver much needed services? Are you a self-starter with a friendly, cheerful and outgoing personality who enjoys interacting with others? Is your success measured by improving the life circumstances of others? If so, the Victoria Brain Injury Society (VBIS) wants to meet you. 

Reporting to the Executive Director, the Front Desk Receptionist is the first point of contact at VBIS. This position supports the effective and efficient operations of VBIS by providing reception services. The Front Desk Receptionist is responsible for creating a positive impression with all contacts through the shared management of the reception area and the timely and professional response to all inquiries and requests. This position will work Monday – Thursday from 9am – 5pm.

DUTIES AND RESPONSIBILITIES

General Administration

  • Create a positive image of the Society by responding to inquiries via email, phone and walk-in’s, and effectively communicating information on programs and key messages to members, the public, other societies and government sectors
  • Handle all incoming calls and redirect as required
  • Open and distribute mail
  • Maintain Outlook diaries – develop as required
  • Provide security to the office by applying proper sign in/out procedures and entrance monitoring
  • Maintain adequate office, facility and program supplies
  • Circulate information from external stakeholders to appropriate individuals
  • Coordinate orders and allocations for bus pass/tickets and Service Identity cards for clients
  • Maintain participant/attendance sheets for programs
  • Provide support to programs by ensuring reminder calls are made for all programs
  • Maintain confidentiality of all systems & correspondence related to the organization

Database

  • Maintain system for collecting data for quarterly stats and other needs as they arise
  • Ensure data is kept current; develop and grow system of cleaning data, building data, expanding usage of database
  • Extract and compile data for various purposes as required
  • Archive records and ensure filing is completed

Marketing and Communication Assistance

  • Ensure there are sufficient marketing materials – brochures, monthly schedule, business cards etc.
  • Support Executive Director in maintaining website – training in WordPress will be provided.
  • Support in the development of communication materials emails, newsletters etc. that communicate activities within the organization.
  • Support the development and publication of social media content – Facebook, Twitter, etc.

QUALIFICATIONS, SKILLS AND ATTRIBUTES

Mandatory Qualifications, Skills and Attributes

  • Above average interpersonal, oral and written communication skills
  • Ability to create a safe and supportive environment for clients and maintain a calm and professional demeanor
  • Extremely well-organized with great time management skills to schedule administrative workload
  • Ability to work both independently and within a team, to take initiative, and to prioritize work even when there are frequent interruptions
  • Aware of, and sensitive to, cultural, ethnic and economic diversity; skilled at handling clients who are experiencing challenges related to mental health and/or substance misuse
  • Ability to interpret verbal and non-verbal behaviour, to develop accurate perception and understanding of others’ feelings, needs, values and opinions
  • Open to reflective practice, learning, growth and development
  • Proficiency in using Microsoft applications including Excel, Word and Outlook
  • Approachable, helpful, positive and solution-oriented
  • A criminal record check is required
  • Capacity to learn new skills and software

Desirable Qualifications, Skills and Attributes

  • Knowledge and understanding of acquired brain injury
  • Experience in office administration preferably in the non-profit sector
  • Experience working with volunteers

Victoria Brain Injury Society is dedicated to providing support, education and advocacy to people with brain injuries and their families. We pride ourselves on having a relaxed, positive office environment where people feel free to be themselves. We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their racial identity, disability, religion/belief, sexual orientation, gender identity. We encourage people with lived experience of brain injury to apply for positions. Should you require accommodations in order to attend the interview or work in our office environment please let us know.

This Job Description is subject to review and amendment by the Executive Director and the Front Desk Receptionist as required.

In return for your contributions, we offer a salary and an attractive benefits package, and the chance to work in a supportive and positive environment. Qualified applicants are invited to e-mail their resume and cover letter, quoting “Front Desk Receptionist” in the subject line, to pamp@vbis.ca. Position will be posted until a suitable candidate is found.

Clients

Programs

Staff& Volunteers

Years Active

Get In Touch

Location: 1234 St., Victoria, BC, Canada

Telephone: (250) 598-9339

Email: info@vbis.ca

Hours: M-F: 9am – 3pm

Non-Discrimination Policy

VBIS does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, vendors, and clients.

VBIS is an equal opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability, veteran’s status, sexual orientation, gender identity or gender expression.