John Howard Society of Brandon, Inc.
153 - 8th Street
Brandon MB R7A 3W9
Phone: (204) 727-1696
Fax: (204) 728-4344
Administrative Assistant

Position Description – John Howard Society of Brandon, Inc.

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Details:     Full-time term to March 31/2019                Hours: 30 hours/week

With possibility of becoming permanent                                  M-F 9am – 4pm

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Description

Under the supervision of the Executive Director, the Administrative Assistant will provide general administrative duties, participate in fundraising initiatives, and be in charge of the analysis of each JHSB program.

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Duties & Responsibilities:

 

Office Assistant

·         Answer phones

  • Greet and assist clients
  • Direct calls and respond to inquiries
  • Schedule client appointments for other staff
  • Sort incoming mail, faxes and deliveries for distribution
  • Maintain office file records (open physical and electronic files for all clients)
  • Data entry and upkeep of the organization’s database
  • Work with other staff to help in the promotion of JHSB (updating JHSB brochure and website)
  • Prepare a quarterly newsletter

·         Complete ongoing evaluation of the Restorative Justice and Community Based Programming

·         Send out surveys, follow up, collect data (short term and long term survey’s), analyze data, prepare quarterly reports

·         Collect information and update policies

·       To assist in the monthly staff meeting process by preparing agenda items for each monthly meeting; To attend all staff meetings, participate and provide feedback

·       Prepare accurate minutes for meetings

·       Attend monthly RJH meetings and prepare minutes

·       Help prepare materials for monthly Board meetings

·       Create and maintain an inventory system

·       Ensure necessary supplies are ordered

·       Maintains, develops, and updates all JHSB forms as required

·       Help in the gathering of information for grants/funding applications

·       Ensures website is updated as necessary

·       Sits on Fundraising committee

·       Participates and helps to organize/develop approved fundraising initiatives

 

 

Agency Related Duties

  • To maintain standard office hours unless required for meetings.
  • To prepare detailed monthly reports, inclusive of time sheets, as required and submit same as per agency standards
  • To meet with the ED upon request and weekly for supervision meetings

 

To perform other duties as assigned.

 

Qualifications

  • Experience in office administration is an asset;
  • Experience in conducting research is an asset

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Skills

·         Friendly, engaging, approachable

  • computer skills
  • time management skills
  • excellent communication skills
  • ability to maintain a high level of confidentiality

·         Capacity to lead and motivate others

·         Ability to work independently

·         Excellent communication, writing, public speaking and interpersonal skills

·         Strong critical thinking and problem solving skills

·         Strong organizational and project management skills

·         Demonstrated flexibility and willingness to take initiative

·         Commitment to developing ongoing professional knowledge and skills

 

Other Requirements

  • A valid Manitoba Driver’s licence
  • The ability to travel when necessary
  • A satisfactory criminal record check, child abuse registry check, and adult abuse registry check