RECEPTIONIST/ADMINISTRATIVE ASSISTANT

Application Closing Date: December 12, 2011

Position Title: Administrative Assistant, Human Resources and Volunteer Development

Location: Vancouver

Job Summary:

Take lead accountability for being the first point of contact for all clients, visitors and volunteers arriving and calling into Heart and Stroke Foundation – Provincial Office (BC and Yukon). Support Human Resources and Volunteer Development team by providing assistance on project basis.
DUTIES AND RESPONSIBILITIES:

Reception:

• Warmly and professionally handle telephone inquiries in a prompt and efficient manner.
• Welcome and guide clients, visitors and volunteers to appropriate contacts within the office
• Maintain a high degree of discretion and confidentiality around telephone calls and scheduled guest appointments
• Efficiently operate the switchboard as well as trains relief receptionist (including staff)
• Ensure seasonal greetings are recorded on office voice mail system to reflect Foundation days and hours of operation.
• Work with Office Systems Assistant to trouble shoot Provincial Office phone system problems
• Perform daily AED Battery Check

Security:

• Ensure all visitors remain at reception until greeted by the staff member they are meeting
• Maintain the sign in/out volunteer log. Assist Volunteers with general office protocol including any general questions
• Keep the staff in/out board up-dated to reflect current information on employee availability
• Monitor and oversee the parking lot log book for use of staff, volunteer and visitor parking requirements
• Prepare necessary paperwork for ordering & deleting Security Cards as needed
• Responsible for the signing in and out of general office Keys to the employees

Administration

• Work efficiently and cooperatively with other foundation departments providing administrative support around seasonal special projects and initiatives as required.
• Update provincial staff list & phone numbers and ensure the most up to date list is up-loaded to shared drive by IT department
• Prepare, post, and advise staff of monthly kitchen duty schedule
• Maintain and account for petty cash box transactions
• Process cash, cheques, & credit card transactions for the selling of HSF cookbooks to the general public
• Liaise with property manager when required to do so

KNOWLEDGE, SKILLS AND QUALIFICATIONS:

• 2 – 3 years previous reception and administrative work experience
• Post secondary diploma/degree in business or related field
• Positive, friendly attitude is a must in this position along with a ‘whatever it takes’ attitude
• Pleasant and professional customer service skills
• Organized with attention to detail
• Proficient MS Office Suite skills and the ability to multitask
• Punctual with time and attendance

If you wish to work for a trusted organization of committed volunteers and staff to increase heart health and reduce the burden of Heart Disease and Stroke for the people of BC & Yukon, we would love to have you on our team

HOW TO APPLY:

Human Resources Department by FAX: (604) 736-8732 or Email: HumanResources@hsf.bc.ca, or by visiting http://www.heartandstroke.bc.ca