Super Site Administrator, Branch Operations – Full-time

Requisition Details:

• Employment Status: Regular, Full-time (1.0 FTE)
• Program Name: Branch Operations
• Number of Hours Bi-Weekly: 75
• Work Schedule: Days
• On-Call: No

Job Summary:

The Super Site Administrator (SSA) provides IT/IS support to the staff within their designated site/program and ensures that VON policies and procedures are adhered to. The SSA collaborates with members of the site management team, along with IT/IS corporate services department to deliver the services required to the staff within the program/site.

Key Responsibilities:

IT Support

• Supports maintaining inventory of on-site devices as required.
• Perform basic setup, staff education and troubleshooting for IT approved devices and software.
• Perform regular maintenance on equipment as required.
• Creates and maintains staff directory with device information for site/program.
• Follows standardized procedures and workflows for technical on-boarding staff and confirming that all setup and access is completed as requested.
• Technical off-boarding of staff and ensuring all accesses are terminated and the returned devises are restored for distribution to new staff as directed by the Manager.
• Perform basic site IT tasks under direction from IT staff – such as power cycling network equipment, etc.

Site/Program Support

• Assist site staff in creating IT tickets when required.
• Complete regular reporting on data from software applications (e.g. TCCA, CellTrak) to assist in the efficiency of operations at the Site as directed by the Manager.
• Develop and update training materials and manuals for local sites aligned to new initiatives.
• Maintain an awareness of VON Practice and Policy as they apply to software applications.
• Set up, train, and assist staff with new and existing software and advise IT with any issues.
• Assists users in changing passwords for locked out devices/intranet e-learning, etc.
• Maintain technical office equipment lists and supply orders.
• Coding each telecom invoice get it approved and scan to finance.
• Monitor the E-learning portal and ensure members and e-learning modules are updated and courses have been completed.
• Act as site contact for facilitating IT tasks when required – i.e. internet services.
• Review and ensure that relevant staff sign the ‘Handheld Device Agreements.’
• Complete change forms to add work phone numbers in scheduling systems.
• General support to troubleshoot issues/inquiries.
• Submit service desk tickets for urgent or other technical issues.

Equipment/Devices

• Re-Programing desk top phones and enabling ports as needed.
• Troubleshoot the need for repair, escalate to IT in the event damage not resolved.
• Supports and maintains a comprehensive inventory database that records all active users, all equipment/devices, installed applications and provides reports to site as required.
• Ordering mobile accessories and other site supplies from approved vendors as required.
• Supports the site/program by assisting with Equipment Management – printer installations and maintenance, installation of all necessary phone applications for staff and providing ongoing education as updates are released.
• Assist site/staff by troubleshooting issues when they arise.

Common Responsibilities

• Promotes the goals and values of VON and their role as an integrated community care provider.
• Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations.
• Abides by all VON policies and work practices.
• Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role.
• Works in collaboration with other staff in a team approach to service delivery.

External and Internal Relationships:

• Interacts frequently with the District leadership team to obtain and provide information, often of a confidential nature.
• Engages with outside vendors and service providers to acquire and maintain equipment.
• Interacts with the department of health, health authorities or continuing care agencies.
• Maintaining relationships and provides supporting documents to funders and other stakeholders as required.

Education, Designations and Experience:

• Post-secondary education in office administration, office information technology or a related field or related relevant experience.
• Proficiency in Windows OS and MS Office Suite programs.
• Experience with scheduling software and Cognos is considered an asset.
• Current Standard First Aid Certificate or CPR level C Certificate is an asset.

Skill Requirements:

• Working Knowledge of Windows 10, smartphones, laptops/desktops and printers.
• Strong communication skills, both verbally and written.
• Able to communicate effectively internal and external stakeholders in a clear and effective manner that demonstrates respect, empathy and understanding.
• Good assessment skills.
• Ability to work effectively in a multidisciplinary team or independently as required
• Able to take direction well.
• The capacity to adhere to strict confidentially.

Other Requirements:

• Must have access to a personal vehicle for work and possess both a current driver’s license and proof of vehicle insurance.
• A current and original copy of a satisfactory Criminal Records Check.
• A Vulnerable Sector Search and/or a Child Abuse Registry Check is required.
• Willingness to travel regularly to support sites and attend meetings.

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.

VON Canada