The Pacific Rim Hospice Society is a registered Canadian charity in operation since 1994, that enhances the quality of life for individuals and families in the Pacific Rim region during illness, injury, death and grief through education and compassionate care. PRHS is seeking an Administrative Assistant whose purpose is to provide part time administrative support and bookkeeping direction to PRHS, its programs, and the Executive Director.
The successful candidate must be proficient in SAGE, book keeping software; MS Excel and Word; as well as be organized, have excellent communications skills and have strong problem solving skills. Other key desired qualities include: reliability, respectfulness, compassion, integrity, confidentiality and willingness to collaborate and grow. Education in administration and experience with non-profits is welcomed.
There is a three-month probationary period with this role.
Qualifications:
The successful candidate must be proficient in SAGE, book keeping software; MS Excel and Word; as well as be organized, have excellent communications skills and have strong problem solving skills. Other key desired qualities include: reliability, respectfulness, compassion, integrity, confidentiality and willingness to collaborate and grow. Education in administration and experience with non-profits is welcomed.
Responsibilities:
1. Bookkeeping including: • Accounts payable and receivable, payroll • Statutory reporting and payment e.g. receiver general, w.c.b., g.s.t. etc. • Preparing financial reports for committee, board and staff use • Prepare for year-end financial review or audit • Bank deposits, issuing receipts, managing petty cash and other financial administrative duties as required • Prepare annual financial reports e.g. CRA report, gaming report
2. Provide welcoming reception for clients, volunteers and the public as they walk in to the office, telephone, fax or email. Respond to questions from the public about hospice services & programs
3. Support to bookkeeping including: • Assisting with managing petty cash • Opening the mail and filing invoices to the bookkeeper with appropriate directional notes
4. Support the ED with fundraising as required including: • Helping to organize event volunteers • Helping with registration for events • Helping with the collection of revenue for these events • Creating donor packages
5. Administration and coordination of seminars, workshops, and meetings as required in collaboration with ED and Director of Client Services.
6. Coordinate use of office and rental space • Prepare rooms for various group use i.e. turn heat on for clients and volunteers
7. Maintaining library and written materials including: • Ordering books and pamphlets; labeling books and recording titles in electronic/written form
8. Supervising repair and maintenance of supplies/equipment including: • Research new equipment options • Labeling new equipment • Schedule regular equipment maintenance, if necessary
9. Administrative support to board and board committees upon request
10. Order and maintain the Hospice Centre supplies i.e. office, kitchen, cleaning, light bulbs, bathroom supplies etc.
11. Maintaining confidentiality of all clients and other hospice matters. • All staff must sign two Confidentiality Agreements (PRHS and IH). • Shredding of all confidential paper materials
12. Perform general office duties
13. Undertake appropriate training as required by ED
14. Perform other clerical and bookkeeping support as required.
15. Database Management including: • Receipting and thanking donors, members, event sponsors and participants. • Creating database queries to prepare for donor asks.
Applicants are invited to submit resume and cover letter by October 23, 2019 via email to executivedirector@pacificrimhospice.ca.
Not all applicants will be contacted – thank you for your application.