Office Assistant

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  • CompanyNimkee Nupigawagan Healing Centre
  • Job TypeAdministration
  • Required ExperienceProven experience as an office assistant or in another relevant administrative role
  • Job TypeFull Time
  • Education / CredentialsHighschool Diploma or Equivalent (Diploma in Office Administration/ Business is a plus)
  • ResumeRequired
  • Cover LetterRequired
  • Application Deadline11/29/2024

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Job Description

EMPLOYMENT OPPORTUNITY

Nimkee Nupigawagan Healing Centre

Position: Office Assistant

Monday to Friday

Position:  Office Assistant                                                                                                                                    

Date: November 14                                              

Hours of work: Monday-Friday (37.5 hours)

Rate of Pay: $22.85/hour

Summary:

The Office Assistant is tasked with ensuring efficient and organized office operations by managing a variety of administrative and clerical duties. This role involves preparing reports and documents, coordinating travel and calendar arrangements for team members, handling data entry and database updates, managing office supplies and greet and assisting visitors.

The Office Assistant also supports communication within the office directing calls and emails, maintaining filing systems, and assisting across departments as needed.

This posting will be open for application until November 29th 2024.

Key Responsibilities:

Administrative Support:

  • Assist in document preparation- create, edit, and format documents such as letters, memos, reports, and presentations, ensuring accuracy and professionalism.
  • Proofreading- Review documents for grammar, spelling, and formatting errors before they are finalized
  • Formatting- Ensure documentation is formatted correctly and aligns with Nimkee Nupigawagan Healing Centre (NNHC) branding
  • Identify, design and format standardized templates for office use, ensuring they align with company policies and the organizations tone.
  • Preparation of Board Packages

Data Entry and Record Management:

  • Filing and Record Keeping- Organize both paper and electronic records to maintain an accessible filing system for quick and retrieval and security of important information
  • Archiving older files securely
  • Scanning documentation and digitizing files, ensuring they are high quality and organised correctly
  • Supporting staff will filing needs

Mail Handling:

  • Retrieve mail from Post Office
  • Log in coming mail
  • Organize and distribute incoming mail to appropriate staff
  • Prepare and dispatch outgoing letters and packages, managing shipping details and tracking when necessary
  • Receive and sign for deliveries, notifying recipients or arranging secure storage as required

 

Customer Service:

  • Welcome visitors to the building, providing them with information and assistance.
  • Help visitors with questions and any of their needs
  • Ensure guests sign in and adhere to office security measures

Scheduling:

  • Schedule and confirm appointments
  • Keep team calendars up-to-date and organised
  • Find creative ways to remind staff of upcoming events and activities
  • Schedule meetings for staff members
  • Arrange travel details such as hotel bookings, transportation, and itineraries

Office Supply Management:

  • Keep a record of current office supplies, identifying when level are low
  • Restock office essentials like paper, printer ink, file folders, etc.
  • Find cost-effective options and options that adhere to the office budget
  • Ensure printers are fully stocked with paper and ink and working properly

Communication:

  • Answer and route phone calls
  • Take messages and ensure important calls reach the right individuals promptly
  • Respond to general inquiries
  • Forward emails to appropriate recipients and manage the offices general inbox
  • Draft and distribute internal memos, meeting notices, or event announcements
  • Follow direction given by supervisor

Supporting/Other:

  • Assist in reviewing team documentation
  • Help coordinate team events, including setup, catering, managing RSVPs, etc.
  • Assist ongoing projects wherever need be
  • Actively and positively participate as a member of the NNHC team
  • Proactively look to support staff
  • Perform any other duties as needed by NNHC
  • Adhere to all NNHC procedures, policies, guidelines, and standards of integrity and conduct
  • Demonstrate a commitment to all Indigenous people and ways of knowing, being, and doing and incorporate this into your work
  • Take part in traditional Indigenous healing and wellness training, ceremonies and knowledge gatherings

Benefits:

  • OMERs Pension
  • 100% Benefit coverage

Ability to commute/relocate or plan to relocate before starting work (required) to the Chippewas of the Thames First Nation.  An allowance may be provided for relocation

 

Experience and Qualifications

Qualifications and Experience:

  • Highschool Diploma or Equivalent (Diploma in Office Administration/ Business is a plus)
  • Proven experience as an office assistant or in another relevant administrative role
  • Indigenous candidate preferred
  • A fitness for work is required, including up-to-date vaccinations and TB test.
  • Must provide CPIC/VS prior to staring employment

Skills:

  • Ability to work independently and as part of a team
  • Basic knowledge of office equipment (e.g., printers, scanners, copiers)
  • Professional demeanor
  • Ability to multitask and prioritize tasks in a fast-paced environment
  • Excellent written and verbal communication skills
  • Proficient in Microsoft Office Suites (Word, Excel, PowerPoint, Outlook)

 

Core Competencies:

  • Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain a well-organized workspace to ensure efficient office operations.
  • Attention to Detail: Strong focus on accuracy in document preparation, data entry, and handling office supplies, ensuring all tasks are completed precisely.
  • Communication: Clear and professional verbal and written communication skills for effective interaction with staff, clients, and visitors, and for handling calls and emails.
  • Customer Service Orientation: Friendly and helpful approach when assisting visitors, answering questions, and supporting team members.
  • Technological Proficiency: Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and able to operate office equipment like printers and copiers.
  • Problem-Solving: Ability to anticipate needs, handle issues proactively, and adapt to dynamic workplace challenges.
  • Time Management: Efficiently manages time and workload, able to prioritize tasks under tight deadlines in a fast-paced environment.
  • Team Collaboration: Works well within a team environment, supporting various departments and assisting colleagues as needed

OTHER CONSIDERATIONS

Nimkee Nupigawagan Healing Centre focuses on Indigenous traditional healing modalities. Employees are expected to be involved in traditional ceremonial and cultural activities to support our participants healing. Employees must be able to participate in ceremonies including smudging, sweat lodge, healing circles, and other ceremonies as a condition of employment.

ACCESSIBILITY AND ACCOMMODATION

If you require a specific accommodation because of a disability or a medical need, please reach out to the HR and Operations Manager for arrangements.

How to Apply

Please send resume, cover letter, and copies of credentials and any letters of recommendation to

 

Thomas Lantz, Human Resources and Operations Manager, B.A (Hons).

Nimkee Nupigawagan Healing Centre

Box 381

Muncey, ON   N0L 1Y0

519-264-2277, ext. 227 operations@nimkee.org