Administrative Assistant – Ottawa Job Match Network

Job Detail


Company: World Skills Employment Centre
Industry: Non-profit Sector
Job Type: Part Time
Salary Level ($):
Job Location: Ottawa, ON
Highest Level Of Education: Diploma
Job Posting Date: 09-Apr-2018
Apply by: 16-Apr-2018

Job Description:


Administrative Assistant – Ottawa Job Match Network

Status:                        One-part time position, (28 hours per week) contract to January 31, 2019

Open to:                       Internal / External 

             Application process:   Submit your application (cover letter and resume) saved as one file with Your Name_ Administrative Assistant _OJMN as the subject heading to hr@ottawa-worldskills.org

Deadline:                      Monday, 16 April, 2018

 We encourage applications from qualified people of all backgrounds, including women, member of visible minorities, Aboriginal peoples, and persons with disabilities.

 Thank you for your interest in this position; only candidates selected for an interview will be contacted

 World Skills is committed to accessibility in employment and to ensuring equal access to employment opportunities for candidates, including in the recruitment process upon request. If you are selected for an interview and you require accommodation due to a disability during the recruitment process, please notify the HR Manager upon scheduling your interview.

POSITION PURPOSE:

World Skills Employment Centre, a not-for-profit employment service for newcomers to Canada, is seeking a highly organized individual to join our Ottawa Job Match Network team as Administrative Assistant. This person completes routine administrative/clerical tasks and procedures to ensure the smooth day to day operation of the OJMN program.  The successful candidate will demonstrate personal commitment to, and understanding of, World Skills’ mission, vision, values and participant outcomes.

 MAJOR RESPONSIBILITIES:

Office Administration

  • Maintains appropriate client and employer records on a computerized system; inputs client and employer information, updates and maintains database; creates queries and reports
  • Provides comprehensive administrative support: answers, screens and directs incoming calls, visitors and correspondence; prepares, reviews, and tracks expenses; completes expense reports and monthly reports to the program funder
  • Performs administrative tasks as per set deadlines and standards:  typing, filing, copying, faxing, handling mail, minute taking, printing and circulating emails to designated recipients etc.  Maintains up-to-date and accurate program files

Information sharing

  • Acts as a source of information and refers clients and employers to appropriate resources
  • Schedules meetings for the team as required
  • Manages job postings, liaises with employers and ensures that job postings are posted online in a timely fashion

Reports

  • Collects monthly data from staff and prepares first draft of monthly report and other reports required by the funder
  • Keep all reports filed both electronically and in hard copy

Employer Engagement

  • Supports the Recruitment Specialist with pre-screening applicants for job postings
  • Contacts employers as required for job postings, job alerts or to follow up on submission of clients’ application
  • Supports the team with event planning for employer engagement events

 Teamwork

  • Execute recruitment tasks through a thorough and collaborative team effort
  • Communicate with peers by sharing recruiting “best practices” and providing accurate, documentation on candidates into candidate tracking system
  • Attend meetings as required
  • Work with staff and programs of the partnering organizations to share information, best practices relevant to helping clients be job ready and make an easy transition to employment
  • Contributes to the overall functionality and integration of the World Skills organization, including taking part in staff meetings and supporting the work of colleagues where appropriate
  • Any other tasks which may from time to time be assigned by appropriate member of the Management team

 QUALIFICATIONS and COMPETENCIES:

  • Completion of a degree or diploma in a related field plus 2 years’ experience in a similar position (either paid or volunteer)
  • Superior proficiency with MS Office Suite, specifically Word and Excel
  • Strong time management skills and the ability to prioritize
  • Sensitivity to and understanding of a diverse clientele specially newcomers and immigrants
  • Ability to work within a team environment with an attitude of cooperation and helpfulness is essential
  • Solid knowledge of clerical and general office procedures and office software applications.
  • Excellent interpersonal, communication and writing skills
  • Proven flexibility, adaptability, initiative and resourcefulness
  • Strong English Communication Skills
  • French would be an asset