Trillium Health Partners

Department Administrative Assistant - Volunteer Resources

System ID
2022-25057
Job Type
Full Time
Location
Credit Valley Hospital
Number of Positions
1
Unionized
Non-Union

Job Description

Position: Department Administrative Assistant

Status: Full Time

File #: 2022-25057

Dept./Health System: Volunteer Resources

Site: Mississauga Hospital and Credit Valley Hospital*

Hours of Work/Shifts: 37.5 Hours Per Week – Monday to Friday

Posted: January 14, 2022

Internal Deadline: February 4, 2022

 

*The successful candidate must be able to work at M Site and CVH.

                             

Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada.  Comprised of the Credit Valley Hospital, the Mississauga Hospital and the Queensway Health Centre, along with several satellite locations, Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.

 

Our Mission: A New Kind of Health Care for a Healthier Community

To learn more about Trillium Health Partners, please visit www.trilliumhealthpartners.ca

 

If you are passionate about your career, motivated to improve the health of the community, committed to excellence, quality and patient safety we would like you to join our Better Together team!

 

Position Summary:

 

As an integral part of the Volunteer Resources team, you will contribute your knowledge and expertise in a variety of complex and challenging processes to support the volunteer program as well as provide department support. 

 

Department Administration

  • Reception for the Volunteer Resources Department (including in person and phone calls)
  • Reviewing volunteer applications on our database and short-listing applicants
  • Maintaining correspondence with volunteer applicants through email, phone or in person throughout the recruitment process
  • Working with the Volunteer Coordinators to determine the recruitment needs of the program
  • Pre-screening all volunteer applicants by phone or email
  • Scheduling interviews for volunteer applicants for the Volunteer Coordinators
  • Completing all volunteer applicants’ pre-volunteer requirements including health screening and reference checks
  • Updating and maintaining the volunteer database, VsysOne and uploading all paper records
  • Assisting with the booking and setting up of monthly volunteer orientations sessions
  • Working with Volunteer Coordinators, and Manager to support the department’s administrative needs and specifically onboarding of volunteer applicants
  • Booking weekly, joint site meetings and preparing the agendas, action items and minutes
  • Assist with month end reporting
  • Maintaining department inventory and ordering supplies
  • Others duties as required

 

Volunteer Program Assistance

  • Supporting the work of the Volunteer Advisory Council (VAC) by booking all of the monthly meetings
  • Producing agendas, minutes and reports as directed by the Manager
  • Reporting on hours and assisting with special projects to support the VAC

 

Ad hoc Requests

  • Recruit volunteers for ad hoc requests ( ie. special projects, administrative tasks)
  • Provide volunteer coverage for department during lunch hour

 

Key Qualifications:

 

  • Post-secondary education combined with 2 years of equivalent work-related experience. Hospital volunteer program experience is an asset.
  • Working knowledge of databases, specifically VsysOne or other volunteer management software
  • Strong administrative skills with advanced technical skills in Windows, MS Word, PowerPoint, Outlook, Excel
  • Superior interpersonal and communication skills both oral and written, combined with a customer focused approach
  • Effective time management and multi-tasking skills
  • Strong organizational skills with the ability to prioritize tasks
  • High accuracy and attention to detail when performing a wide variety of tasks
  • Self-directed individual who possesses initiative combined with the ability to work independently and with minimal supervision
  • Be willing to work out of the Mississauga Hospital or Credit Valley Hospital sites (though the role will be supporting one site that is yet to be determined)

 

Internal employees who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.

 

We are an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code.  Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities.  If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.  All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

 

Applicants must be eligible to work in Canada. We would like to thank all applicants for their interest in this position, however, only those selected for an interview will be contacted. Trillium Health Partners is recognized under the French Language Services Act.

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