Scheduler / Administrative Assistant – 504-2022

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Job Title:Scheduler/Administrative AssistantCompetition #:504-2022
Department:AdministrationPosition Type:PT Permanent
Salary Range:TBDUnionized:NO
Posting Date:30-May-2022Posting Expiry:07-Jun-2022
Location:281 Wellington St., London, ON N6B 2L4
TERMS AND CONDITIONS

Flexibility in scheduling is required.  The work schedule is determined in consultation with your supervisor and may vary according to requirements of responsibility.  Applicable shifts include a ½ hour paid meal break. The operational hours of this facility are 24/7.

Shifts: Monday to Friday in consultation with manager, 20 hours per week.

Interested applicants must respond in writing with a cover letter and resume.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

Mission and Values

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.  Each position contributes to the mission of The Salvation Army.

Watch/read inspiring stories from some of those who have been helped through The Salvation Army’s programs:

The Salvation Army Support

Fleeing from Persecution

Open House: Poverty isn’t always easy to see

The Salvation Army Canada and Bermuda has four core values:

Hope: We give hope through the power of the gospel of Jesus Christ.
Service: We reach out to support others without discrimination.
Dignity: We respect and value each other, recognizing everyone’s worth.
Stewardship: We responsibly manage the resources entrusted to us.

Job description

Position Purpose summary:
The Scheduler/Administrative Assistant is responsible for scheduling and completing call-in processes for Residential Services and the Withdrawal Management Centre programs.  In addition, they assist with organizing and scheduling employee training and reporting to supervisors as appropriate.  Administrative work includes reporting, filing, organizing, and providing support within the payroll system (UltiPro).

 Accountabilities:

Scheduling

Responsible for organizing and completing schedule
calls
for Residential Services and Withdrawal
Management Centre, anticipate
scheduling needs, placing calls following policy format, completing projected
call-ins and in the moment as requested, and communicated to the supervisors
involved in an effective manner and complete all associated record keeping.

Resolve scheduling conflicts by referring
to on-call procedures, collective agreements, and availability; validates
contacts to ensure
compliance with requirements.

Maintain call-in list in accordance
with the collective agreement.

Monitor staff availability, absenteeism, and report patterns
to department manager.

Create and
maintain reporting process of schedule changes, issues, and confirmation of
coverage within programs with consideration for budget impact.

Educates employees on the scheduling process.

  Administration

Provide accurate, timely and highly organized administrative support including preparing memos, correspondence, taking minutes, maintaining files, preparing presentations and reports and other documentation.

Photocopy and distribute materials as requested and sends and receives fax/emails as requested.

Responsible to record and type minutes of assigned staff meetings and, once approved by the applicable meeting Chair (or designate), circulate and/or post.

Draft and prepare presentations, brochures, fliers, advertisements, newsletters subject to supervisory approval (e.g., power point presentations) and assist with projects and reports.

reports.

 

 

 Payroll

Responsible for shelter program payroll in UltiPro and ensuring all
shelter staff payroll is approved as required and submitted on time.

Provides back-up and support in UltiPro fulfilling employee administrator
role as necessary.

Organizing and scheduling employee in service training.

 

Perform other duties as assigned.

 

CRITICAL RELATIONSHIP MANAGEMENT:

Governance Boards and Councils:

Internal:

  • Supervisor, employees, volunteers
  • Department Managers

External:

  • Community

MANAGERIAL/Technical Leadership RESPONSIBILITY:

  • This position reports directly to the Human Relations Manager or designate.
  • Provides support to and/or receives work assignments from Residential Services Manager and Withdrawal Management Manager.

WORKING CONDITIONS:

  • This is a permanent part-time position based on 20 hours per week
  • Schedule may vary according to requirements of responsibilities.
  • Working environment is typically in the office in generally agreeable conditions.
  • Ability to lift/move up to 20 lbs.

 

Normal location of work is at 281 Wellington Street, London, ON N6B 2L4

The above responsibilities must be performed in keeping with The Salvation Army’s Mission, Vision and Values, in a professional manner, upholding our code of conduct.

 

education and experience Qualifications:

Education, Qualifications and Certifications:

  • Completion of a two (2) year post secondary college diploma preferably in Business Administration or related field.
  • An original copy of a Background Check screening that is satisfactory to The Salvation Army, in its sole discretion, is required. The screening is secured either through the national Canadian Police Information Centre (CPIC) or a local police detachment.
  • May require screening through The Salvation Army Abuse Registry.

NOTE: Alternative combinations of education and experience may be considered

Experience and Skilled Knowledge Requirements

  • Minimum of two (2) years of prior related experience in scheduling and administrative/secretarial experience.
  • Prior related experience using cloud based human resources software; specifically, payroll i.e., UltiPro.
  • Proficient in all Microsoft Office products (Word, Excel, Publisher, Teams, PowerPoint, Outlook etc.) and office procedures (telephone, photocopier, scanner, fax machine, room booking, etc.)
  • Knowledgably and proficient with Virtual meeting and learning platforms (i.e., Zoom)
  • Flair for desktop publishing software and experience with page layout and graphics techniques
  • Ability to take detailed minutes, with strong attention to detail and type 80 WPM with accuracy.
  • Develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.

 

Skills and Capabilities (examples provided below):

  • Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
  • Adapt, and utilize technology and processes quickly.
  • Ability to work independently and participate as an active and responsible team member in a cooperative team environment.
  • Ability to work in a fast-paced environment, attention to detail, problem solving and analytical skills with an aptitude for accuracy and thoroughness and consistent follow-up.
  • Exceptional organizational, prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision.
  • Self-motivated and disciplined self-starter.
  • Good listening skills and strong oral/written communication skills.
  • Lead by example, by demonstrating a strong work ethic and a willingness to learn and be flexible.

The Salvation Army will accommodate candidates as required under applicable human rights legislation.  If you require a disability-related accommodation during this process, please inform us of your requirements.

 In support of our commitment
to a healthy and safe workplace and community, The Salvation Army (TSA) has a
vaccination requirement for all new employees within the Province of Ontario,
Social Services sector.  The successful candidate will be made an offer of
employment on the condition of being fully vaccinated against COVID-19 and will
be required to provide proof of full vaccination, prior to their
employment start date. The requirement to be fully vaccinated is subject to
provincial human rights legislation. If the
candidate is unable to vaccinate for a reason protected by the Human
Rights Code, a request for accommodation can be submitted and written proof
satisfactory to TSA will be required.

 

The Salvation Army offers accommodation for applicants
with disabilities in its recruitment process.  If you are contacted to
participate in an interview or screening process, please advise us if you
require accommodation.

 

We
thank all applicants, however, only those candidates to be interviewed will be
contacted.

You
must advise your managing supervisor of your intentions prior to submitting
your application (internal applicants only).

 

Internal Applicants, please advise Department Heads of your intentions prior to submitting your application.

Applications Accepted via:

Email:  humanresources@centreofhope.ca

Fax:  519-661-0245

Mailing Address:  281 Wellington St., London, ON N6B 2L4

Please, no phone calls.