Office Coordinator

Kwakiutl Band Council - Health - Port Hardy, BC (30+ days ago)

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Reporting to the Heath Director (HD), the Office Coordinator (OC) performs a variety of important administrative and organizational tasks which drive the overall effectiveness of the Health Dept. You are a self-starter, with strong attention to detail and is exceptionally organized. The OC is the first point of contact for people needing services and supports the HD by ensuring the Health Centre is functioning efficiently at all times.

DUTIES / RESPONSIBILITIES

· Serves as the primary point of administrative contact

· All reception duties (phones, faxes, e-mails, in-person visitors, appointments, bookings)

· Monitors, maintains and adheres to the quality standards of the Health Dept’s filing system(s)

· Responsible for/coordinates all FNHA medical transportation

· Looks after the following services and reaches out to the appropriate technicians for help when needed: security systems, telephones, copiers, internet, e-mail, eMR, back-up, computers, video conferencing, generator, and wide area network systems in the Kwakiutl Health Centre (KHC)

· Assigns and keeps track of all usernames and passwords for the above systems

· Coordinates the maintenance and repair of all capital assets

· Responsible for all KHC vehicle matters (insurance, maintenance, repairs, cleaning, location, assigning usage, ensuring policy compliance, vehicle spot checks)

· Assists with the creating or updating of KHC policies, procedures and protocols

· Coordinates the schedules of staff, meeting agendas and minute-taking

· Updates and replenishes staff business cards

· Liaises with staff to obtain updates for newsletters and their distribution

· Builds and manages a database of all electronic documents including (but not limited to): policies and procedures, forms, lists, passwords, templates, meeting minutes, job descriptions, incident reports, emergency preparedness plans, pandemic plans, business resumption plans, reports, resources, best practices, labour standards, WorkSafe requirements, contribution agreements, other contracts/agreements, KHC newsletters, FNHA info bulletin, annual reports, and photographs

· Distributes and manages all KHC building and vehicle keys and alarm codes

· Provides orientation to KHC staff about telephones, security, internet, network systems and office equipment

· Acts as the contact person concerning any equipment/building systems matters

· Oversees inventory control (records of warranties, serial numbers, photographs), maintenance, usage, and cost effectiveness of all office equipment and vehicles, office and janitorial supplies

· Schedules and maintains room space bookings

· Provides administrative support to Health Director

· Other duties assigned by the Health Director

Knowledge of the Kwakiutl community, culture and language is an asset. It is paramount that all positions within the KBC strive to communicate and serve the Kwakiutl people in a manner that respects, enhances, and promotes the cultural identity and well-being of both the individual and the community. This position will strive for cultural safety by:

· Gaining cultural awareness and cultural sensitivity

· Understanding and complying with any Kwakiutl policies or position statements on "cultural safety" (and ensuring it is reflected in individual training and professional development plans)

· Ensuring that plans, policies, and activities undertaken promote the holistic health and well-being of the Kwakiutl in a way that incorporates and promotes the cultural aspects of the Kwakiutl people and traditions

· Overall, assisting in the articulation and establishment of cultural influence expectations in the KBC’s business planning and day-to-day operations

Job Types: Full-time, Permanent

Salary: From $44,000.00 per year

Additional pay:

  • Tips

Benefits:

  • Casual dress
  • Company events
  • Company pension
  • Dental care
  • Disability insurance
  • Discounted or free food
  • Extended health care
  • Life insurance
  • On-site parking
  • Vision care
  • Wellness program

Schedule:

  • 8 hour shift
  • Monday to Friday

COVID-19 considerations:
All public health measures are followed. We have a Back to Work Plan.

Education:

  • Secondary School (required)

Experience:

  • administrative assistant: 1 year (required)
  • receptionist: 1 year (required)

Language:

  • english (required)

Work remotely:

  • No