Clerk III - Volunteer Services

QUALIFICATIONS
* Grade 12 education (MB Standards)
* Post-secondary education office administration or equivalent education
* One (1) year related experience
* Other combinations of suitable education and experience may be considered
* Province of Manitoba Class 5 Drivers Licence, or equivalent from province of residence, and access to a personal vehicle to provide service within Prairie Mountain Health
* Proficiency with Microsoft programs (Outlook, Word, Excel, and PowerPoint), as well as Internet applications and other Information Technology
* Demonstrated organizational skills, and the ability to work independently
* Demonstrated problem solving and decision making skills
* Demonstrated flexibility to facilitate changes in techniques and procedures in a changing environment
* Demonstrated knowledge and competence of skills and concepts related to the position
* Demonstrated communication skills
* Ability to respect and promote confidentiality
* Ability to perform the duties of the position on a regular basis
* Ability to respect and promote a culturally diverse population
* Ability to work effectively and maintain positive working relationships with co-workers, clients and within interdisciplinary team

POSITION SUMMARY:

This Clerk III provides clerical and administrative support functions within the Volunteer Services program. Directly responsible to the Regional Coordinator of Volunteer Services for the day-to-day operation and coordination of the Volunteer Program within Prairie Mountain Health. The imcumbent will work closely with coordinators and volunteers within the program. All support duties will be performed in accordance with the Mission, Vision, Values, Policies and Procedures of Prairie Mountain Health.

RESPONSIBILITIES:

Overview:

Provides clerical support to the program staff and Regional Coordinator by performing any or all of the following duties

1. Creating and maintaining an atmosphere of warmth, personal interest and positive relationships
2. Handling inquiries via telephone, email and in person regarding prospective volunteers, and volunteerism
3. Uses appropriate electronic record programs appropriate for task
4. Organizes and maintains filing systems by program requirements
5. Ensures incoming and outgoing mail is prepared and distributed for all program staff and managers as required
6. Prepares reports and data and distributes as necessary
7. Assists with booking meeting space and preparations, and book equipment needs as required.
8. Maintains and orders specific program forms and offices supplies
9. Archives information as per policy
10. Provides clerical support for photocopying, collating and distribution of materials
11. Processes documents such as minutes, letters, memos, reports, forms and agendas as directed
12. Assisting with the writing and compiling of reports, correspondence, memos, etc. noting appointments for meetings, interviews, and orientation / training sessions.
13. Manages assigned workload ensuring prioritization and organization to meet the demands of the program
14. Ensures all communication functions (mail, email, photocopying, faxing, telephone) are performed as required in accordance with PHIA legislation
15. Scheduling and assigning volunteers to the various hospital, departments, and programs to ensure that requests are filled on a daily basis
16. Filling additional requests as received from other departments/programs.
17. Preparing monthly volunteer schedules for distribution to departments/programs utilizing volunteers
18. Reports urgent matters to appropriate Coordintator or Regional Coordintor immediately
19. Provides support, assistance with orientation, and backup to other Volunteer Service Clerk III as required
20. Other duties as assigned.