RESPONSIBILITIES

• Performing administrative duties, receiving information, and completing necessary tasks.
• Adheres to all KO Policies and Procedures.
• Maintains confidentiality and privacy.
• Providing administrative support to the eHealth Staff; assisting with orientation of new staff; scheduling.
• Maintaining eHealth storage supplies; ordering and distributing medical supplies and equipment; maintaining appropriate inventory controls for the health programs; access to inventory management system and working with Inventory clerk at KO. Ability to lift 20-40 lbs.
• Arranging travel and accommodations; processing of purchase orders; liaising with other administrators.
• Schedule, organize, and attend meetings to record minutes.
• Perform any errands for the office such as purchasing supplies, delivering packages, etc.
• During pandemic protocols within communities, receive training to provide point of care Covid testing (Rapid Antigen test, GeneXpert and ID Now). Associated duties include but are not limited to: complete documentation; perform COVID testing for asymptomatic staff that require testing for travel, provide more information, sanitize the work area, and complete inventory counts.
• Be available after work hours/weekends for any urgent matters.
• Travel to KO communities to support surge capacity during crisis situations.
• Maintaining a professional rapport with staff, communities, and external partners.
• Routinely review tasks and duties with KO eHealth Director.
• Provides reception, clerical, and administrative services.
• Provides reception function for the office, answering phones and inquiries as necessary.
• Provides general office support such as word processing, photocopying, and processing incoming and outgoing mail and faxes.
• Books travel and accommodation arrangements for KO eHealth staff including requesting travel advances and submitting expense claims according to Finance policy.
• Coordinates arrangements for KO eHealth meetings and events by booking appropriate facilities.
• Maintains an office calendar of planned meetings.
• Orientates new staff to use telephone and office equipment.
• Prepares and manages correspondence, reports, and documents.
• Administers purchase order system for KO eHealth including obtaining authorization signatures from managers at main office.
• Orders office supplies for KO eHealth office and communities; organizes the delivery of freight to communities as needed.
• Conducts errands and performs other general tasks to keep the office running smoothly.
• Ensures the prompt purchase and delivery of office supplies and equipment to the Community Telemedicine Coordinators
• Maintains inventory of contacts for KO eHealth.
• Demonstrates commitment to KO eHealth Staff Team
• Participates in regular KO eHealth staff meetings and on committees as required.
• Participates in annual performance evaluation as required.
• Participates in training and updating activities as required as per goals set during annual performance appraisal.
• Other duties as assigned by the Director of eHealth Services.

KNOWLEDGE and SKILLS

• Grade 12 or equivalent; office administration experience essential

• A minimum of 3 years’ experience in office support or administration.

• Ability to collaborate well with others and work independently.

• Proven experience as an Administrative or Executive Assistant.

• Knowledge of office management systems and procedures.

• Experience with basic financial and accounting procedures is an asset.

• Working knowledge of office equipment, such as printers, and fax machines.

• Proficiency in Microsoft Office/Teams, Adobe, and converting documents to pdf for signature.

• Excellent time management and organizational skills and the ability to prioritize work.

• Attention to detail and problem-solving skills.

• Understanding of Indigenous culture and traditions or willingness to learn

• Excellent verbal and written skills in English.

• The ability to speak Oji-Cree, Cree, or Ojibway is an asset.

• Familiarity with Microsoft Tools and a willingness to learn and use other software including electronic charting tools.

• Excellent report writing and note taking skills.

• Must possess a Class “G” Driver’s License and have access to a personal reliable vehicle.

• Willingness and ability to travel to the KO remote communities and other KO offices (Thunder Bay and Balmertown routinely).

• Sensitivity to geographical and cultural needs of Anishnawbe people Ability

Location: Balmertown, Ontario or Thunder Bay, Ontario

Travel: travel to remote First Nation communities and other KO offices when needed.

Job Type: Full Time Permanent

Salary: $47,768.00

We encourage applicants to self identify if they are Indigenous, more specifically if they are a member of the six First Nation communities Keewaytinook Okimakanak serves.

This is an existing position.

Those chosen for interview may only be contacted.