Receptionist & Administrative Assistant I - Labour Relations -Temp FT - (Victoria) MOVEUP-012-26

BC Nurses' Union•Victoria, BC

6d•Onsite

About The Position

Responsible for answering the main phone line, directing calls, assisting with visitors and members in the reception area, and for providing administrative support for Labour Relations, other Officers, and standing/ad hoc committees as required. This position is under general supervision and operates with independence. The incumbent receives new assignments in the form of verbal, written or email guidelines from a number of officers and other union staff, and is required to exercise initiative in the organization of their related duties.

Requirements

A diploma or certificate in Business Administration or Applied Business Technology and three years of experience in an office environment or an equivalent combination of education, training, and experience.
Current knowledge of standard office methods and procedures.
Demonstrated ability to effectively utilize MS Office.
Ability to manage correspondence and research information.
Ability to create and document processes.
Ability to format, filter, and index information.
Ability to communicate effectively both verbally and in writing.
Ability to organize work.
Ability to problem solve.
Ability to deal with others effectively.
Ability to simultaneously listen and record minutes.
Ability to type a minimum of 65 wpm.

Responsibilities

Operates the phone system.
Answers incoming calls: determines the nature of the call and/or who the call should be directed to; refers calls and enquiries to designated staff; forwards messages to voicemail when staff are unavailable.
Collaborates with reception in Burnaby.
Maintains current knowledge of the organization in order to direct calls or resolve first level issues accurately.
Oversees the reception area.
Greets union members, visitors, delivery people and the public at the reception counter; determines the nature of the visit; directs to the appropriate staff or location.
Ensures visitors to the building are checked in and provided with visitor identification and wi-fi codes.
Follows established protocols for serious incidents.
Maintains confidentiality as required within the position.
Operation, ordering and maintenance of coffee equipment and supplies.
Assist with maintaining office supplies (ordering and stocking as needed)
Follows assigned procedures for incoming packages using receiving software.
Contacts local contractor as needed for maintenance issues in collaboration or direction from senior local staff.
Provides access keys to appropriate contractors as required, maintaining a logbook of keys provided and secures keys at the end of every day.
Does keyboarding and related administrative work as assigned.
Creates and maintains resource documents for reception and for staff.
Inputs the daily calendar of events on the overhead information display boards using appropriate software.
Sorts documents, labels, and assists in document preparation as workload for Labour Relations Assistants (float).
Updates manuals for the department as required.
Scans incoming mail materials for distribution to appropriate recipients.
Distributes incoming e-faxes to appropriate recipients.
Provides administrative support to Labour Relations staff or committees as assigned.
Drafts and prepares correspondence for signature. This may be routine, specialized, or confidential in nature.
Sets up and distributes copies of meeting notices, agendas, and correspondence.
Creates, develops, reviews, and provides grievance arbitration or advocacy reports.
May perform research for cases in databases and on the internet.
Works within the computerized network system. Uses technology for various applications, such as database management and word processing.
Handles inquiries and requests from members and staff.
Makes and receives enquiries, takes and relays messages and information to a wide variety of contacts.
Receives new assignments in the form of verbal, written, or email guidelines from officers and other union staff.
Establishes own priorities within the framework of assignments received and resolves work assignment conflicts with team Coordinator. Deals with time sensitive issues effectively.
Maintains filing systems.
Maintains up to date records of union functions, staff assignments, meetings, and grievance logs.
Coordinates scheduling, meetings, and travel.
Arranges meetings, facility appointments, travel, and accommodation.
May be responsible for booking and coordinating meeting rooms, and submitting catering orders.
Performs other related duties as assigned.