North Simcoe Victim Services
North Simcoe Victim Services (NSVS) is a not-for-profit charitable organization that provides immediate crisis intervention and emotional support to individuals impacted by crime and tragic circumstances throughout Orillia and the surrounding area. Governed by a volunteer Board of Directors and supported by dedicated staff and trained Volunteer Crisis Responders, NSVS provides free, confidential, non-judgmental crisis services 24 hours a day, 7 days a week.
Position Summary
Reporting to the Executive Director, the Administrative Assistant provides comprehensive administrative, communications, and operational support to ensure the effective delivery of victim services. The position supports agency operations, client services, fundraising initiatives, volunteer activities, community outreach, and organizational communications while maintaining confidential records and delivering professional customer service.
Key Responsibilities
Administrative Support
- Provide administrative support to the Executive Director and backup administrative support to other staff as required.
- Provide administrative assistance to the Development Director in support of fundraising initiatives as required for events.
- Greet visitors professionally, respond to inquiries, and direct individuals to appropriate staff or services.
- Answer telephone, email, and electronic inquiries promptly and accurately, ensuring messages are relayed to the appropriate staff member.
- Receive, sort, and distribute incoming mail and correspondence.
- Prepare correspondence, reports, presentations, meeting agendas, minutes, and other documents as required.
- Develop, maintain, and organize confidential electronic and paper filing systems in accordance with organizational policies and record retention requirements.
- Permanently delete files only with written authorization from the Executive Director, their designate, or the Board of Directors.
- Maintain and update organizational forms, documents, and administrative records.
- Coordinate internal and external meetings, including invitations, room bookings, virtual meeting arrangements, agenda packages, and meeting logistics.
- Record and distribute meeting minutes.
- Order office supplies, maintain inventory, and coordinate equipment purchases when required.
- Perform errands related to agency operations.
- Help maintain clean, organized, and professional office spaces.
- Conduct research and compile information as requested.
- Represent the organization at meetings, community events, and public education opportunities as requested.
- Perform other duties as assigned by the Executive Director.
Communications and Social Media
- Develop, schedule, and manage content across the organization's social media platforms.
- Maintain a social media content calendar encouraging follower growth.
- Compile and present social media analytics.
- Promote agency services, volunteer opportunities, crime prevention initiatives, safety awareness campaigns, fundraising activities, and community events.
- Monitor social media engagement and compile analytics reports.
- Prepare and distribute the organization's quarterly newsletter.
- Assist in maintaining current website and digital communication content as required.
Community Outreach and Volunteer Support
Working collaboratively with the Volunteer Coordinator:
- Assist with volunteer recruitment initiatives, volunteer fairs, and information sessions.
- Coordinate the annual Open House and Information Night.
- Assist with volunteer orientation and training preparation, including updating training materials and presentations.
- Arrange meeting rooms, refreshments, and training supplies.
- Assist with reference checks for prospective Volunteer Crisis Responders.
- Forward referrals to Volunteer Crisis Responders for follow-up.
- Maintain adequate supplies for crisis responder kits and office resources.
- Coordinate advertisements for volunteer recruitment and community awareness initiatives.
Client Services
- Provide compassionate emotional support and practical assistance to victims of crime and tragic circumstances as necessary.
- Assist clients by providing information, community resources, and referrals.
- Prepare and mail client correspondence, including "Unable to Contact" letters.
- Maintain accurate client documentation and perform data entry into all required databases.
- Assist with client follow-up as directed by the Client Services Coordinator.
Program Delivery
- Provide on-site and telephone crisis intervention services as required.
- Respond to large-scale emergency situations when requested.
- Assist victims through intake, needs assessments, and individualized service planning.
- Establish and maintain positive working relationships with police services, emergency responders, healthcare providers, and community agencies.
- Maintain and update the Referral Manual to ensure information remains accurate and current.
- Update agency brochures and informational materials to reflect current Ministry requirements and organizational standards.
- Ensure crisis responder kits and supporting materials remain fully stocked and available.
Workplace Health and Safety
- Perform all duties in a safe manner and comply with all occupational health and safety legislation, policies, and procedures.
- Immediately report and document workplace hazards, incidents, accidents, injuries, and illnesses to the Executive Director or designate.
Contribute to maintaining a positive, healthy, respectful, and safe workplace culture
Qualifications and Professional Competencies
The successful candidate will demonstrate:
- Commitment to the mission, vision, and values of North Simcoe Victim Services.
- Ability to represent and promote the organization within the community.
- High standards of professionalism, integrity, ethics, confidentiality, and sound judgment.
- Excellent organizational, time management, and multitasking skills.
- Strong attention to detail and consistent follow-through.
- Excellent problem-solving, critical thinking, and decision-making skills.
- Ability to work independently while contributing effectively within a collaborative team environment.
- Ability to adapt quickly in a fast-paced, crisis-oriented workplace.
- Ability to work under pressure and adapt quickly to unforeseen situations and events with compassion and sensitivity to issues relating to vulnerable people experiencing trauma.
- Excellent interpersonal, verbal, and written communication skills.
- Excellent keyboarding skills and experience using online databases and general office technology such as Word, Excel, Adobe, Google Sheets, PDF Gear, etc.
- Familiarity with social media platforms and digital communications.
- Knowledge of victim services, trauma-informed practice, crisis intervention, and community support services.
- Familiarity with local community agencies and referral resources.
- Ability to maintain confidentiality while treating clients, volunteers, staff, Board members, and community partners with dignity and respect.
- Commitment to continuous learning and professional development.
- Ability to interpret and apply organizational policies and procedures.
Requirements
The successful candidate must possess:
- Valid Ontario Driver's Licence.
- Access to a reliable vehicle with proof of valid automobile liability insurance.
- Successful completion of the North Simcoe Victim Services Crisis Responder Training Program.
- A satisfactory Criminal Record Check and Vulnerable Sector Check upon hire and maintained at a minimum every three (3) years throughout employment.
Pay: $24.60 per hour
Benefits:
Application question(s):
- Are you located within 30 minutes of Orillia?
Location:
Work Location: In person
