Business Support Assistant
Job Title: Business Support Assistant
Company: John Howard Society of Victoria
Job type: Full time, Permanent
Work locations: In person, 637 Bay Street, Victoria, BC
Work time: Monday to Friday, 8 am to 4:30 pm (40 hours per week)
Salary: $25.00 - $27.00 per hour
Benefits: Employee Engagement Activities, Organization Events, Dental care, Disability insurance, Employee assistance program, Extended health care, Life insurance, Paid time off, RRSP match
About the organization:
The John Howard Society of Victoria is a fast paced growing, dynamic and innovative social service organization that strives to create safe, healthy, and inclusive communities for all. Our goal is to help individuals achieve greater independence by providing support with housing, life-skills, education, employment, and community-based services.
At John Howard Society of Victoria, we come from various backgrounds and share a common goal of wanting to make things better in our community, for our community. We believe in creating a dynamic work environment that adapts to your needs.
What We Offer:
Competitive Benefits: Enjoy paid vacation, sick and personal time, health and dental plans, long-term disability, critical illness and a registered pension plan / RRSP
Supportive Environment: Our Employee Assistance Program and professional development opportunities are designed to help you succeed both personally and professionally. We invest in our employees' growth through training programs, workshops, and mentorship opportunities.
Engaging Culture: Be part of a friendly team that values your input! With numerous employee committees, you can make your voice heard and contribute to meaningful change for our clients and our community.
Employee Engagement: We often organize team and social gatherings to strengthen relationships and foster camaraderie to create a supportive network among colleagues.
Impactful Work: Employees at JHS Victoria are driven by a shared mission to make a positive difference in the community. Engaging in meaningful work enhances job satisfaction and connects team members to a greater purpose.
Our Vision, Mission, Goals, and Values
Our Vision: A safe, healthy, and inclusive community for all
Our Mission: We contribute to a safer, stronger and more sustainable communities by supporting people to achieve greater independence
Our Goals:
Service Excellence: Improve the quality of life of the people we service through more relevant, accessible and sustainable services.
Organizational Sustainability: Realize a resilient operational and governance model that supports JHSV to consistently serve the end-to-end client journey.
Capacity: Increase our capacity to work effectively and efficiently as a team.
Our Values:
Our Service Commitments (How we provide services to clients) – Dignity, Advocacy, Empowerment
Team Values (How we work together) – Collaboration, Accountability, Resiliency
About the Job:
The Business Support Assistant at the John Howard Society of Victoria is a vital position responsible for ensuring efficient business operations within the organization. By supporting the Management and collaborating with team members, the Business Support Assistant plays a crucial role in facilitating the organization's mission. This role is ideal for individuals who are organized, detail-oriented, and passionate about making a difference in the community through business support. The position is in-person with no options of work from home.
Responsibilities:
Business Support:
Oversee and manage centralized ordering for office supplies, equipment, and inventory.
Administer IT inventory and the Rogers Business Account.
Answer and route phone calls, take messages, and address inquiries.
Welcome and assist visitors, fostering a professional and inviting environment.
Organize and distribute incoming mail, emails, and faxes.
Coordinate and order business cards as needed.
Schedule and arrange appointments, meetings, and travel for the Executive Director and Management Team.
Assist in the preparation and organization of meetings, conferences, and events.
Maintain orderly filing systems, both physical and digital.
Manage and maintain SharePoint usage according to organizational policies, ensuring documents are up-to-date.
Handle confidential and sensitive information with care and discretion.
Data Entry and Documentation:
Input and update data in databases, spreadsheets, and other systems.
Prepare and format a variety of reports, forms, and documents.
Proofread and edit documents to ensure accuracy and clarity.
Documentation Management, filing, and record-keeping activities.
Communication:
Draft, proofread, and edit correspondence, emails, and other communication materials.
Respond to internal and external inquiries in a timely and professional manner.
Coordinate and disseminate internal communications, announcements, and memos.
Assist in the creation of print and electronic newsletters.
Manage updates for the website and social media accounts.
Prepare event posters, newsletters, brochures, and presentations in accordance with branding guidelines.
Draft public notices, press releases, and other media communications as needed.
Develop communication protocols for both internal and external correspondence.
Collaborate with external communication agencies on communication plans and strategies.
Team Support:
Collaborate with and support colleagues and team members.
Assist with special projects and assignments as necessary.
Organize meetings, including preparing agendas and taking minutes.
Address the general needs of clients and employees.
Perform additional duties as required.
Qualifications:
Certificate or degree in administration or equivalent experience
Proven experience as an administrative or in a similar role
High level of computer literacy, including proficiency in MS Office suite (Excel, PowerPoint, Adobe, Outlook)
Knowledge and experience of working on designing tools like Canva or Adobe Photoshop or Adobe Illustrator or CorelDRAW
Experience working with vulnerable populations, including those with mental health, addictions, and developmental disabilities
Skills in understanding the use of authority in supervision and effective crisis intervention
Skills and Abilities:
Criminal Record Check
Emergency First Aid (asset, training provided)
Valid Class 5 Driver’s License
Excellent organizational and time management skills
Strong attention to detail and accuracy
Excellent written and verbal communication skills
Ability to maintain confidentiality and handle sensitive information
Strong interpersonal skills for effective teamwork
Problem-solving skills for adapting to changing priorities
Professional and courteous demeanor
Proficient in managing multiple tasks and maintaining structured filing systems
High proficiency in MS Office Suite (Excel, PowerPoint, Word, Outlook)
Proficient with Canva and Adobe
Experience in entering, updating, and organizing data in various systems
Strong customer service skills to assist clients
Ability to support team projects and collaborate effectively
Flexibility to adjust to changing tasks and priorities
Competencies
Administrative proficiency in clerical and administrative tasks
Communication competence for interacting with diverse stakeholders
Organizational ability to manage time and resources effectively
Technical skills in computer applications and design tools
Interpersonal skills to build positive relationships with clients and team members
Customer service orientation to provide high-quality support
Confidentiality awareness for handling sensitive information
Problem-solving ability to identify issues and develop solutions
Adaptability and flexibility to adjust to dynamic work environments
Data management skills for maintaining accurate records
Personal Characteristics
Professionalism and integrity in all interactions
Empathy towards clients, especially those from vulnerable populations
Reliability and dependability in completing tasks
Positive attitude and enthusiasm in the workplace
Initiative to identify and act on improvement opportunities
Strong work ethic and commitment to organizational goals
Team player who promotes a supportive environment
Meticulousness in tasks to ensure thoroughness and accuracy
Diversity and Inclusion at JHS Victoria:
At the John Howard Society of Victoria, we proudly embrace the rich diversity of the communities we serve, and we’re excited to invite applicants from all backgrounds to join our team! We warmly welcome candidates who are racialized persons or persons of color, Indigenous Peoples, women, individuals with disabilities, those who identify as 2SLGBTQ+, and anyone who brings unique perspectives and ideas to the table.
We understand that everyone’s journey is different, and we are committed to providing the support needed to ensure equal opportunities for success throughout the hiring process. If you require any accommodations during your interview, please don’t hesitate to let us know. We’re here to help!
How to Apply:
If you’re passionate about making a positive impact in people’s lives and meet the qualifications for this role, we’d love to hear from you! Please submit your application through our portal. We’ll be reviewing applications on an ongoing basis until the position is filled, so don’t wait—apply today and take the next step in your journey with us!