Requisition ID: 413808 Position Number: 1BHCvolCL3B-01 City: Brandon Employer : Prairie Mountain Health Site: Prairie Mountain Health - Brandon Regional Health Centre Department / Unit: Volunteer Services Job Stream: Non-Clinical Union : MGEU FTE: 0.50 Anticipated Shift: Days Daily Hours Worked: 7.75 Salary: As per collective agreement POSITION SUMMARY: This Clerk III provides clerical and administrative support functions within the Volunteer Services program. Directly responsible to the Regional Coordinator of Volunteer Services for the day-to-day operation and coordination of the Volunteer Program within Prairie Mountain Health. The incumbent will work closely with coordinators and volunteers within the program. All support duties will be performed in accordance with the Mission, Vision, Values, Policies and Procedures of Prairie Mountain Health. QUALIFICATIONS: Grade 12 education (MB Standards) Post-secondary education office administration or equivalent education One (1) year related experience Other combinations of suitable education and experience may be considered Province of Manitoba Class 5 Drivers Licence, or equivalent from province of residence, and access to a personal vehicle to provide service within Prairie Mountain Health Proficiency with Microsoft programs (Outlook, Word, Excel, and PowerPoint), as well as Internet applications and other Information Technology Demonstrated organizational skills, and the ability to work independently Demonstrated problem solving and decision making skills Demonstrated flexibility to facilitate changes in techniques and procedures in a changing environment Demonstrated knowledge and competence of skills and concepts related to the position Demonstrated communication skills Ability to respect and promote confidentiality Ability to perform the duties of the position on a regular basis Ability to respect and promote a culturally diverse population Ability to work effectively and maintain positive working relationships with co-workers, clients and within interdisciplinary team RESPONSIBILITIES: Overview: Provides clerical support to the program staff and Regional Coordinator by performing any or all of the following duties Creating and maintaining an atmosphere of warmth, personal interest and positive relationships Handling inquiries via telephone, email and in person regarding prospective volunteers, and volunteerism Uses appropriate electronic record programs appropriate for task Organizes and maintains filing systems by program requirements Ensures incoming and outgoing mail is prepared and distributed for all program staff and managers as required Prepares reports and data and distributes as necessary Assists with booking meeting space and preparations, and book equipment needs as required. Maintains and orders specific program forms and offices supplies Archives information as per policy Provides clerical support for photocopying, collating and distribution of materials Processes documents such as minutes, letters, memos, reports, forms and agendas as directed Assisting with the writing and compiling of reports, correspondence, memos, etc. noting appointments for meetings, interviews, and orientation / training sessions. Manages assigned workload ensuring prioritization and organization to meet the demands of the program Ensures all communication functions (mail, email, photocopying, faxing, telephone) are performed as required in accordance with PHIA legislation Assist with scheduling and assigning volunteers to the various hospital, departments, and programs to ensure that requests are filled on a daily basis Filling additional requests as received from other departments/programs. Preparing monthly volunteer schedules for distribution to departments/programs utilizing volunteers Reports urgent matters to appropriate Coordintator or Regional Coordintor immediately Provides support, assistance with orientation, and backup to other Volunteer Service Clerk III as required Other duties as assigned. Applicants already employed with Prairie Mountain Health may be considered for this position before other applicants. Please continue to apply for positions that are of interest to you. This position is subject to a Criminal Records Check (including vulnerable sector), Adult Abuse Registry Check, and a Child Abuse Registry Check. The successful candidate will be responsible for any services charges incurred. If you are currently employed by PMH, please utilize the internal application form. If you are not employed by PMH, please utilize the external application form. If you are an external applicant, please include three work related references with this application. They must be from persons who are not related to you, and who have direct knowledge of your past work performance. Upon being considered for employment, your signature or electronic submission of this application form is your authorization to complete said reference checks. PMH has an Indigenous Human Resource Initiative and is committed to increasing the representation of Indigenous people within all levels of our workforce. Indigenous applicants are encouraged to voluntarily self-identify as being of Indigenous descent in their cover letter and/or within their application form. We thank all applicants that apply but only those candidates selected for an interview will be contacted. HEALTH AND WELLNESS FOR ALL