Volunteer Services Assistant

at  ChathamKent

The Municipality of Chatham-Kent is seeking a temporary full-time Volunteer Services Assistant at Riverview Gardens Long-Term Care Home for a period up to April 2, 2025. This position provides administrative/clerical support for the Supervisor, Therapeutic Recreation and Volunteer Services, as well as administrative/clerical tasks for the Seniors Services division.

Essential responsibilities:

• Demonstrate Chatham-Kent’s core values and competencies
• Perform a wide range of administrative tasks with a high degree of accuracy
• Participate in preparation of materials for orientation of new employees, students, and volunteers
• Maintain records for the division
• Assist with the organization and maintenance of Volunteer and Pastoral Care databases, schedules, and reports
• Assist in maintaining up-to-date documentation regarding all aspects of the volunteer program/activation department/pastoral care department
• Update Seniors Services website as required
• Assists with the development of marketing materials (social media graphics, brochures, flyers, posters, etc.)
• Assist with communications both internal and external including RVG subscription service, managing email inboxes, social media coordinating with corporate communications
• Facilitate information flow within the department, with other departments and outside agencies as applicable
• Prepare agendas, attend and participate in divisional meetings and other meetings as required, as well as maintain accurate minutes
• Assist in organizing publicity and recognition events for the volunteer program
• Assist with volunteer fairs
• Review and track project status reports
• Assist with reception duties as required; respond to inquiries from staff, residents and visitors using judgement and sensitivity
• Assist with N95 Training for staffAssist management and staff as needed

Essential qualifications:

• College certificate or diploma in a related office administration program, with six (6) months to two (2) years of related experience
• Experience in an office administrative role, including creating presentations and correspondence; file management (preferably TOMRMS system)
• Knowledge of volunteer management practices and processes
• Experience with arranging meetings, including booking facilities/rooms, preparing agendas, recording and transcribing minutes
• Experience managing databases and creating related reports
• Experience managing webpages, preferably in a municipal environment
• Experience using effective project management strategies
• Strong interpersonal, communication, and customer service skills
• Strong computer skills, specifically Microsoft Office (Word, Excel, PowerPoint, Outlook)

OTHER QUALIFICATIONS:

• Experience in a long-term care home and/or a hospital setting would be an asset
• Knowledge of/experience working with volunteer services an asset
• Experience developing marketing materials, posters and flyers and communications is an asset
• Experience with recruitment process an asset
• Knowledge of Point Click Care an asset

ESSENTIAL PHYSICAL AND/OR SAFETY REQUIREMENTS:

• Annual Flu immunization is required
• 2 step TB skin test to be completed within two weeks of starting position
• Walking: frequent walking on level surface (up to 4.55 kgs or 10 lbs) (task completion may require walking to various floors or departments in the Home and/or participating in administrative meetings or scheduled resident’s events)
• Sitting: constant sitting in a chair (up to 4.55 kgs or 10 lbs) (sits for prolonged periods of time answering/calling on the telephone and repeated use of both hands for data entry and typing correspondence, memos, letters, reports and any further clerical tasks applicable to the needs of the departments, i.e. statistics, recordkeeping, maintaining files etc.)
• Reaching: frequent handling; constant reaching below shoulder, forward (up to 4.55 kgs or 10 lbs) (duties require repeated forward reaching to retrieve or utilize the telephone, keyboard, computer, printer, adding machine, photocopier, facsimile machine, assorted books, papers, filing cabinets, and other such standard office equipment)
• Hands: frequent gripping, pinching; constant fine finger dexterity (movement), mousing (prolonged periods of time answering/calling on the telephone and repeated use of both hands for data entry, typing and any further clerical tasks applicable to the needs of the departments (i.e. Resident/family mail outs, etc.); repeated use of printer, photocopier, facsimile machine, and other such standard office equipment)

The Municipality of Chatham-Kent is an equal opportunity employer, committed to fair and accessible employment practices that attract and retain talented employees in a workplace that is inclusive, supportive, and reflective of the diverse community we serve.
Should you require accommodations during the recruitment process, please contact Human Resources & Organizational Development (HROD) at 519-360-1998. Applicant information is collected under the authority of the Municipal Freedom of Information and Privacy legislation and will be used strictly for the purpose of candidate selection.

• Demonstrate Chatham-Kent’s core values and competencies
• Perform a wide range of administrative tasks with a high degree of accuracy
• Participate in preparation of materials for orientation of new employees, students, and volunteers
• Maintain records for the division
• Assist with the organization and maintenance of Volunteer and Pastoral Care databases, schedules, and reports
• Assist in maintaining up-to-date documentation regarding all aspects of the volunteer program/activation department/pastoral care department
• Update Seniors Services website as required
• Assists with the development of marketing materials (social media graphics, brochures, flyers, posters, etc.)
• Assist with communications both internal and external including RVG subscription service, managing email inboxes, social media coordinating with corporate communications
• Facilitate information flow within the department, with other departments and outside agencies as applicable
• Prepare agendas, attend and participate in divisional meetings and other meetings as required, as well as maintain accurate minutes
• Assist in organizing publicity and recognition events for the volunteer program
• Assist with volunteer fairs
• Review and track project status reports
• Assist with reception duties as required; respond to inquiries from staff, residents and visitors using judgement and sensitivity
• Assist with N95 Training for staffAssist management and staff as neede