Clerk III - Volunteer Services

Job summary

Provides clerical and administrative support to the Volunteer Services program, including handling inquiries, maintaining records, preparing correspondence and reports, and organizing meetings and supplies. Assists with volunteer scheduling and assignments, supports orientation and training, and ensures communications and records are handled in accordance with applicable policies and privacy requirements.

Job details

Qualifications Grade 12 education (MB Standards) Post-secondary education office administration or equivalent education One (1) year related experience Other combinations of suitable education and experience may be considered Province of Manitoba Class 5 Drivers Licence, or equivalent from province of residence, and access to a personal vehicle to provide service within Prairie Mountain Health Proficiency with Microsoft programs (Outlook, Word, Excel, and PowerPoint), as well as Internet applications and other Information Technology Demonstrated organizational skills, and the ability to work independently Demonstrated problem solving and decision making skills Demonstrated flexibility to facilitate changes in techniques and procedures in a changing environment Demonstrated knowledge and competence of skills and concepts related to the position Demonstrated communication skills Ability to respect and promote confidentiality Ability to perform the duties of the position on a regular basis Ability to respect and promote a culturally diverse population Ability to work effectively and maintain positive working relationships with co-workers, clients and within interdisciplinary team Position Summary This Clerk III provides clerical and administrative support functions within the Volunteer Services program. Directly responsible to the Regional Coordinator of Volunteer Services for the day-to-day operation and coordination of the Volunteer Program within Prairie Mountain Health. The imcumbent will work closely with coordinators and volunteers within the program. All support duties will be performed in accordance with the Mission, Vision, Values, Policies and Procedures of Prairie Mountain Health. Responsibilities Overview: Provides clerical support to the program staff and Regional Coordinator by performing any or all of the following duties Creating and maintaining an atmosphere of warmth, personal interest and positive relationships Handling inquiries via telephone, email and in person regarding prospective volunteers, and volunteerism Uses appropriate electronic record programs appropriate for task Organizes and maintains filing systems by program requirements Ensures incoming and outgoing mail is prepared and distributed for all program staff and managers as required Prepares reports and data and distributes as necessary Assists with booking meeting space and preparations, and book equipment needs as required. Maintains and orders specific program forms and offices supplies Archives information as per policy Provides clerical support for photocopying, collating and distribution of materials Processes documents such as minutes, letters, memos, reports, forms and agendas as directed Assisting with the writing and compiling of reports, correspondence, memos, etc. noting appointments for meetings, interviews, and orientation / training sessions. Manages assigned workload ensuring prioritization and organization to meet the demands of the program Ensures all communication functions (mail, email, photocopying, faxing, telephone) are performed as required in accordance with PHIA legislation Assist with scheduling and assigning volunteers to the various hospital, departments, and programs to ensure that requests are filled on a daily basis Filling additional requests as received from other departments/programs. Preparing monthly volunteer schedules for distribution to departments/programs utilizing volunteers Reports urgent matters to appropriate Coordintator or Regional Coordintor immediately Provides support, assistance with orientation, and backup to other Volunteer Service Clerk III as required Other duties as assigned.

What you’ll do

Provides clerical and administrative support to the Volunteer Services program, including handling inquiries, maintaining records, preparing correspondence and reports, and organizing meetings and supplies. Assists with volunteer scheduling and assignments, supports orientation and training, and ensures communications and records are handled in accordance with applicable policies and privacy requirements.

Requirements

Requires Grade 12 education, post-secondary education in office administration or equivalent, and one year of related experience; suitable combinations of education and experience may be considered. Applicants need a Manitoba Class 5 driver's licence or equivalent and access to a personal vehicle, proficiency with Microsoft programs and internet applications, and strong organizational, communication, problem-solving, and interpersonal skills.

Listed skills

• Problem solving · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• Decision Making · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Microsoft Word · Preferred
• scheduling · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Microsoft Office
• Outlook
• Word
• Excel
• PowerPoint
• Internet Applications
• Clerical Support
• Administrative Support
• Organization
• Problem Solving
• Decision Making
• Communication
• Confidentiality
• Scheduling
• Records Management
• Volunteer Coordination

Job areas

• Administrative
• Healthcare
• Customer Service & Support
• Social Services

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