Administrative Assistant

Do you want to work for a health care organization that changes people's lives? One that not only cares deeply about clients, but also values that its employees are its greatest asset?

Vision Loss Rehabilitation Canada is a unique health services organization that serves people who are blind or partially sighted across the country. Our certified specialists provide training that empowers clients to develop or to restore activities of daily living skills, to promote their independence, to enhance safety and mobility. We work closely with ophthalmologists, optometrists, and other health care professionals, by providing essential care on a referral basis in homes, workplaces and communities across the country.

We offer competitive salaries and benefits, flexible schedules, and opportunities for professional development and growth.

Position Title: Administrative Assistant

Location: Saskatoon, SK

Term: Full-time, Permanent

Reports To: Manager, Healthcare Operations

Salary: $22/hour

Date: February 27, 2025

I. Scope And Summary Of Primary Responsibilities

In covering a broad range of duties, the emphasis of this position is to provide reception and administrative support, utilizing the Electronic Medical Record application.

II. Essential Functions
The position entails, but is not limited to the following general responsibilities:

• Confirms appointments and provides scheduling support
• Understands and able to provide information about Vision Loss Rehabilitation services and resources
• Flags urgent/critical situations to Supervisor or other designated staff
• Updates client information into Electronic Medical Record in a timely manner
• Scans documents using naming convention standards
• Updates client status in Electronic Medical Record
• Maintains paper files in accordance with current policies and procedures
• Provides administrative support to the managers and other team members
• Responds to all inquiries, in person or via phone and directs as appropriate
• Responsible for all incoming and outgoing mail and couriers
• Maintains stationery and office supplies for the office
• Maintains and coordinates all property of the office including vehicle and vehicle maintenance, keys and security, building repairs and maintenance and tenant liaising

Relationships

• Works both independently and collaboratively with the team and other departments

Problem Solving

• Utilizes established business rules, service standards and practices, and ensures policy and procedures are followed in a timely fashion
• Participates in service evaluation and program planning processes as needed to maintain and improve service outcomes
• Participates in a supportive team environment to meet the operational and team objectives

Decision Autonomy

• Works under the general direction of the Manager, Healthcare Operations but has latitude in making decisions on routine tasks
• Consults with supervisor on issues that are more complex or may require upper level approval
• Exercises judgment and tact when dealing with individuals and demonstrates sound judgment when to elevate issues to the next level
• Committed to maintaining privacy and confidentiality

Leadership

• Manages interaction and information for potential and active clients who request services
• Engages and mentors volunteers as required

III. Qualifications
Knowledge And Skill Requirements

• Proficient level of knowledge in the scheduling and Electronic Medical Record applications, including the management of caseloads
• Demonstrated organizational and time management skills
• Sensitivity to the needs of persons with vision loss
• Ability to effectively communicate verbally and in writing
• Detail-oriented, with ability to enter data accurately
• Proficient in the use of Microsoft Office software and database management and willingness to learn new software applications
• Knowledge of eye conditions and blindness prevention would be an asset

Experience And Education

• Minimum post-secondary education
• 3 years working experience within an administrative function
• Proficient typing and keyboarding skills

Work Environment

• Ability to work flexible hours

Benefits
Apply Now!
If this sounds like the role for you, apply now to janice.rego@vlrehab.ca
Be sure to include a resume, cover letter, and mention how you heard about this opportunity.

VLRC is committed to creating and fostering an inclusive workplace and we are committed to a fair, transparent, and accessible recruitment process. We strongly encourage applications from members of groups that have been historically disadvantaged and marginalized, including but not limited to Indigenous peoples, racialized persons, persons with disabilities, people who are blind, partially sighted, or deafblind, and those who identify as women and/or 2SLGBTQ+. We strongly encourage applications from applicants with sight loss. Direct lived experience would be a definite asset.

VLRC is committed to accommodating applicants with disabilities and will work with applicants requesting accommodations at any stage of the hiring process. Please note that the successful candidate will be required to pass a standard Vulnerable Sector Check.

Not sure if you qualify? Think about applying anyway! We understand that not everyone brings 100% of the skills and experience for the role. If you possess similar experience to what we've listed above, we encourage you to apply. We believe that diverse experience, transferable skills, and passion are key!

We thank all applicants for their interest in VLRC, however, only those selected for an interview will be contacted.

Closing Date for Applications: March 15, 2025