Job Description:

Job Title: Finance and Administration Associate

Status: Full Time (40 hours per week), Flexible Hours and Hybrid remote work

About Us:
Hospice Toronto is committed to supporting individuals, families and caregivers who are dealing with progressive life limiting illness in our community. We work with a dedicatedteam of professionally trained volunteers who provide a wide range of support to enhance our client's quality of life..when you cannot add days to life, add life to days.Professional staff and volunteers support in enabling individuals to remain in familiar circumstances surrounded by those who care for them. 

Hospice Toronto is committed to excellence in client and caregiver care and continues to respond to the changing health care climate. The successful candidate will be an 
energetic, highly motivated team member committed to the delivery of grief and 
bereavement support as a continuity of care to our clients of the in-home hospice 
program, and to outside referrals from our community partners. 

Purpose of the Position:

Within the context of the vision, mission, values and strategic direction of Hospice 
Toronto (HT) and under the general direction of the Controller, the Finance and 
Administration Associate shall be responsible for providing Finance and Administration leadership. 

The Opportunity:
Are you dynamic, entrepreneurial, and experienced bookkeeper and office administrator,are you looking to grow your experience in Accounting and administration? Are you looking to work in a diverse, and inclusive environment? Hospice Toronto is seeking a highly motivated and career- focused Accounting professional to join our finance and operations team.

Overview of Role:
The Finance and Administration Associate will be developing a good working knowledge of the daily operations of the organization. Reporting to the Controller, the Finance and Administration Associate provides support to the Hospice Toronto team in the following areas: coordinate agendas, minutes and logistics for Board and Committee meetings; financial tracking, general inquiries and correspondence; technical support with cloud￾based network, equipment and e-filing; general office management and other duties as required. The Finance and Administration Associate will work in close collaboration with HT colleagues and members to develop and carry out the HT’s overall strategic plan.

Hospice Toronto: Reporting – Vice President, Community Programs and Operations

Roles and Responsibilities:
Coordination and Support for Meetings
 In collaboration with colleagues, ensure all stakeholder meetings (Board, 
Committees, Events, other) are scheduled and prepared in advance, including all 
technical and administrative logistics.
 Assist in preparing and distributing agendas and meeting packages
 Record meetings and produce and distribute high quality minutes
 Assist in tracking key actions, outcomes and deliverables arising from meetings

Financial Tracking
 input invoices, and any associated supporting documents including calculating tax 
rebates
 Accounts receivable, prepare invoices as requested for various events and corporate donations as directed by the Controller
 Perform regular reconciliations of accounts, including bank, credit card reconciliations statements to receipts for payment as per expenditure guidelines
 Assist with donation entries on both financial system and database
 Prepares weekly donation reconciliation and prepares the management report
 Prepares monthly cash-flow
 Maintains vacation schedule for all staff
 Processes and maintains account payable ensuring timeliness and accuracy of 
information, according to established procedures
 Codes and files financial material
 Support management and external auditor during annual audit Prepare HST rebate
 Performs other duties as assigned by the Controller
 Assist with HR onboarding
 Abides by relevant legislation including all Ontario Human Rights Codes
 Maintaining the accounting records in compliance with the MOH/TCLHI
 Participates in internal and external meetings and committees when needed

Public Inquiries
 Ensure office phone system is properly set up and managed
 Answer calls from donors and general public and respond as appropriate
 Manage general email inbox and distribute emails as required
Technical Support
 In collaboration with external resources or supports, ensure the proper set up and 
functioning of HT Office 365 accounts.
 Ensure HT cloud-based file management system is properly set up and maintained, including regular backups.
 Assist HT colleagues in problem-solving computer-related access or functional issues
 Acquire and ensure set up of new hardware and software with the direction of the 
Controller as required

General Administration
 Schedule staff meetings, record meeting minutes and distribute in a timely manner
 Assist with the preparation of HT annual report with collaboration of external party
 Ensure HT procedures and policies are updated as required.
 Special event or activity support as required
 Develop and maintain effective working relationships with all stakeholders within HT member organizations.
 Promote harmonious and productive working relationships as a member of the HT
team, supporting colleagues in meeting our collective goals and targets.
 Ensure HT office space is properly set up and maintained.
 Other duties as assigned.

Education & Experience:
 Post-secondary education in bookkeeping/accounting with excellent analytical and 
problem solving skills;
 Minimum of 5 years of working experience in bookkeeping and administration 
support;
• Knowledge or experience of Microsoft Great Plain (GP) consider an asset
• Knowledge and understanding of WordPress, Donor Perfect consider an asset

Skills & Competencies:
 Minimum of two years’ experience in bookkeeping for a charitable or non-profit 
organization
 Knowledge of MOH/TCLHIN reporting consider an asset
 Knowledge of MOH Chapter 10 consider an asset
 Thorough knowledge and experience in all aspects of bookkeeping and basic 
accounting principles and practices
 Proficient in the use of Great Plains, MS Office and databases will be consider an 
asset
 Demonstrated ability to work independently and with a high degree of efficiency and accuracy
 Ability to organize workload to ensure cyclical deadlines will be met and to prioritize multiple tasks in a fast-paced environment
 Excellent organizational and time management skills
 Ability to maintain confidentiality Is able to establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization
 Focuses on organization needs: anticipates, understands and responds to the needs of the organization in a timely manner
 Works cooperatively and effectively with others to set goals, resolve problems and 
make decisions that enhance organizational effectiveness
 Makes decisions: assesses situations to determine importance, urgency and risks and make decisions that are timely and in the best interest of the organization
 Sets priorities, develops work schedules and monitors progress toward goals.

Employer Question 1:

Do you require any accommodations for the interviewing and recruitment process?

Employer Question 2:

Are you legally eligible to work in Canada for the entire duration of this internship?

Employer Question 3:

How many years of bookkeeping experience do you have?

Employer Question 4:

Please list the computer systems and/or software that you are proficient in.