Full Time • Administration
WHO WE ARE
Are you a General Admin-Administration Professional looking to make an impact in your community? Do you have endless optimism, ready to move and create change in the community? Through the vision to eliminate poverty in our community and guided by a passionate concern for the dignity and well-being of each individual, Bissell Centre’s work is based on building relationships, hope and trust. Our community comes from all walks of life and so do we.
Through our programs we work to empower people from meeting their own basic daily needs to having sustainable livelihoods, secure housing, and feeling hope for the future and make plans for a prosperous life. By joining Bissell Centre, you will become part of a fast-paced and dedicated team that works together to realize our vision.
Currently, Bissell Centre is looking for an individual wanting to join the Administration team. Are you ready to be our General Admin-Administration and make an impact in our community?
ABOUT THE ROLE
The Office Admin will provide administrative supports to People & Culture and Administrative teams, enhancing Bissell Centre’s ability to attract, retain, and advance its human capital to achieve its strategic goals and objectives.
This position will be required to perform an array of administrative duties including secretarial and receptionist duties. in addition to other functions and services, such as arranging meetings, minute-taking during confidential meetings, and scheduling appointments concerning the processes and procedures of both departments. The individual is expected to assist with any administrative duties such as training records management, RFP’s for training and tracking timelines. The Office Admin is also responsible for drafting sensitive correspondence sent by the senior management team.
Duties and Responsibilities
- Provide direct administrative and office management support to all members of the People & Culture and Admin departments, as directed by verbal or written instruction.
- Receive and screen all inbound telephone calls, e-mails, and visitors to the administrative office; refer and/or redirect calls, e-mails, or visitors as applicable.
- Receive incoming mail; review, evaluate, and distribute correspondence requiring priority attention of executive staff.
- Manage Safety Walk schedule for All Staff
- Record process maps on MS Visio
- Reception duties; Secondary on phones, admit visitors, manage incoming/outgoing mail . Accepting Donations and event items for drop off
- Program information contact for 211
- Working with community members, answering basic questions about Alberta Works, services etc.
- Background research – people/topics for meetings and scheduling meetings for executive/lead team
- Office supply ordering and distribution
- Monitor BissellNet: provide update reminders and recommendations
- Act as back up Service Navigator and Work with admin volunteers
- Internal IT help line and Tech management: Cell phones, computers/laptop/accessories, updating assignment lists, managing tech recycling, coordinating with Aslan
People & Culture
- Organizational chart updates
- Recognize staff milestones; arrange and deliver gift baskets
- Meeting and events support – minutes taking, booking venues, food coordination, typing/distributing notes
- Agreement sign-off management
- Manages and updates phone list for employees
- Office management software and parking: allocation and management of waiting list
- Back up for General Admin and HR Assistant
- Overseeing/managing document repository for process improvement projects page on BissellNet
- Review all documents, reports, and correspondence prepared for signature of the executive team for format, content, grammar, and spelling, and make edits as necessary.
- Coordinate Administrative department office activities; troubleshoot or escalate basic office administration issues.
- Take and transcribe dictation and notes of highly confidential subjects, including minutes of executive meetings.
- Assist with any planning or implementation documentation and organization.
- First point of contact for any questions, concerns or suggestions for the Administrative department.
- Other Duties as required.
Qualifications, Skills, and Abilities
- Education: Post-secondary diploma in administration or another relevant field or the equivalent combination of education, training, and experience.
- Experience: Minimum of 2 years’ experience in similar and/or relevant position, with an emphasis on administration in non-profits.
- Sector Knowledge: Familiarity with issues of poverty and Edmonton’s urban core and knowledge of relevant community and government resources.
- Organizational and Project Management Skills: Has strong organization and process skills; meets deadlines; is able to prioritize a diverse workload and manage multiple projects at once; has keen attention to detail, accuracy and quality.
- Communication Skills: An excellent communicator with strong written and verbal skills. Is an active listener and can effectively engage various audiences.
- Professionalism: Ability to portray a superior level of professionalism and adhere to a strict policy of confidentiality.
- Equity, Diversity and Inclusion Competency: Understands and values diversity and cultural differences. Ability to effectively include, lead and work with individuals and groups of different cultural backgrounds and/or with different styles of perceiving, learning, communicating, and operating.
- Analytical and Decision-Making Skills: Strong conceptual and analytical skills, with the ability to recognize as well as assess emerging issues and situations objectively, think creatively outside the box, and make sound decisions; is decisive and accountable.
Conditions of Work
- Flexibility of the working day is inherent in the position. The workload fluctuates. Flexibility to work some evenings and weekends may be required.
- Participation in organizational wide Community Safety Walks in the area of Bissell East and West, daily interactions with participants and community members served.
Personal Characteristics Expected of All Bissell Centre Staff
The incumbent should demonstrate competence in all of the following:
- Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour is consistent with these standards and aligns with the mission and core values of Bissell Centre.
- Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.
- Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
- Focus on Participant Needs: Anticipate, understand, and respond to the needs of participants and the community to meet or exceed their expectations within the organizational parameters.
- Foster Teamwork: Foster, sustain and role model productive team management practices, and contribute to a positive team environment. Share expertise and knowledge to support, coach and develop others.
- Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions that are timely and in the best interests of the organization.
- Organizational Skills: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
- Plan: Determine strategies to move the organization forward, set goals, create and implement action plans, and evaluate the process and results.
- Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
- Police Information Check
- Conflict Into Calm Training
The above-noted training must be completed during the first year of employment. Other required training may be identified as required.
HOW TO APPLY
Interested candidates are invited to submit their resume and cover letter to:
Application Deadline: December 16th,2022
We thank all applicants for their interest. However, only candidates selected for interview will be contacted.
As the COVID-19 pandemic evolves, Bissell Centre continues to take action to protect person served and staff. Strategies related to Bissell Centre’s response to COVID-19 are driven by the guiding principle of taking all reasonable precautions and measures to protect the health and safety of both persons served and staff. In keeping with this intentional purpose, COVID-19 full vaccination is a condition of employment for new hires, except due to legitimate, established exceptions.
Bissell Centre is an equal opportunity employer who is committed to diversity within our community and welcomes applications from all qualified individuals regardless of race, national or ethnic origin, colour, religion, age, sex, sexual orientation, gender identity or expression, marital status, family status, genetic characteristics, or disability. Bissell Centre is committed to the principle of equal employment opportunity for all employees, in accordance with provincially and federally legislated protected grounds.