About this role
*Administrative Assistant - Part Time*
*About Us*
The Ottawa Rotary Home has been supporting children, youth, and adults with physical disabilities and complex medical needs for over 40 years. Through our respite, supported living, community nursing, and day programs, we are committed to providing person-centred supports that help individuals live full and meaningful lives.
We are looking for an organized, dependable, and welcoming Administrative Assistant who enjoys providing administrative support and working with people. This is an excellent opportunity for someone who enjoys variety in their work, has strong attention to detail, and takes pride in being helpful, responsive, and professional. As one of the first points of contact for the Ottawa Rotary Home, this person also plays an important role in creating a positive and welcoming experience for families, visitors, and callers.
*Position Summary*
Under the direction of the Office Manager, the Administrative Assistant provides reception and administrative support to the organization and its programs. As a key point of contact for families, visitors, employees, community partners, and service providers, the Administrative Assistant helps ensure a welcoming, professional, and responsive experience.
The Administrative Assistant provides day-to-day administrative support to the operations team and programs. Responsibilities include reception, Children's Respite booking administration, schedule and timesheet support, purchasing and supplies, basic finance administration, records and documentation, and general office support.
This role requires strong organizational and communication skills, attention to detail, the ability to manage multiple priorities, and a professional and service-oriented approach. The Administrative Assistant must be comfortable taking initiative, identifying solutions, and handling confidential information appropriately.
*KEY RESPONSIBILITIES*
*Reception & Family/Visitor Support*
* Serve as a primary point of contact for individuals, families, visitors, employees, community partners, vendors, and other stakeholders. * Answer and direct incoming telephone calls and respond promptly to the main entrance. * Welcome visitors and provide assistance in a friendly, professional, and respectful manner. * Respond to general inquiries and direct questions to the appropriate program or team member. * Maintain a good working knowledge of Ottawa Rotary Home's programs and services to ensure accurate and helpful communication. * Ensure interactions and communications reflect the values, philosophy, and person-centred approach of the Ottawa Rotary Home.
*Administrative & Program Support*
* Provide day-to-day administrative support to the Senior Leadership Team, Office Manager, supervisors/team leads, and programs. * Provide administrative support for respite bookings, including communication with families and coordination of required information. * Assist with the preparation, organization, and maintenance of correspondence, forms, records, spreadsheets, and other administrative documents. * Support managers and supervisors with administrative tasks as required. * Assist with meeting preparation, documentation, and other organizational activities. * Maintain organized electronic and paper filing systems and ensure records are complete and appropriately stored. * Assist with data entry and maintaining accurate information within organizational systems. * Provide administrative support for organizational events, meetings, and activities. * Complete general administrative projects and assignments as required.
*Scheduling & Timesheets*
* Support managers and frontline teams with replacement calls related to last-minute staffing absences when required. * Ensure scheduling updates and timesheet information is completed and submitted within established timelines. * Communicate staffing and scheduling information to the appropriate manager or supervisor. * Mainta