CharityVillage

Job Location:                                 Brantford, (Park Rd North Office)

Job Title:                                         Administrative Assistant

Position:                                          Permanent, 32 hours per week

Salary Range:                                  Band 1, step 1- $38,654.72 (0.8 FTE, 32 hours per week)

Reports to:                                     Administrative Coordinator

Application Deadline:                   October 7, 2024, at 5pm  (Monday)

What Do We Do:

Woodview Mental Health & Autism Services offers a broad spectrum of services for children, youth and their families facing mental health challenges.  We work in direct partnership with children, youth and their families as well as with schools and social service agencies to ensure families are receiving the support they need, when and where they need it.

“We are committed to providing individualized, client-centered services and supports based on our values of accountability, respecting others, working together, leading, innovation and learning and our commitment to staff”.

Woodview goes above and beyond to engage individuals and families by providing high quality mental health and autism services and supports that inspires hope and strengthens lives.

Employees Receive:

• This role offers fully paid benefit plan and RRSP.

• A meaningful job that inspires hope and strengthens lives

• A commitment to wellness in the workplace as well as ongoing professional development and training opportunities and more.

Position Summary: 

This position provides administrative support to the agency staff and programs to maximize the potential for service delivery and administrative effectiveness. This includes reception, program support, database system maintenance and training as well as Information Technology support and processing referrals and intakes for their location’s programs.

Job Responsibilities (may include but are not limited to Including scope of practice):

A.  Reception

• Provides a positive, welcoming environment for all clients and visitors identifying reasons for visits and facilitates access to appropriate staff and programs.

• Responds to all general inquiries including answering telephone calls, booking appointments, and ensuring
  staff/volunteers/clients/visitors are greeted and directed to the appropriate resource in a friendly and courteous manner.

• General administrative responsibilities including photocopying/scanning documents, sending/receiving facsimile messages, writing/sending letters and emails and monitoring of general voicemail and email accounts.

• Collects and distributes incoming mail and courier packages and processes outgoing mail and courier packages.

• Provides day to day assistance to staff (i.e. technology support, trouble-shooting requests, scheduling appointments/booking rooms etc.).

• General ongoing organization/upkeep of the building/office spaces including maintenance requests as needed and monitoring of cleaning and office supplies inventory. Submits supply order requests to the Office Coordinator, as required.

• Communicates with employees and community partners as needed/requested.

• Organizes and maintains administrative and clinical files ensuring confidentiality and security of files.

• Attends committee meetings when required. Takes, transcribes and distributes minutes of meetings as well as prepares documentation for these meetings when requested.

• Creates and maintains an emergency contact binder for quick access to important contacts.

• Prepares supplies for community events and tracks inventory and maintenance of materials and equipment (e.g. tents, swag).

• Updates calendars and building message boards with news and events.

B.  Team and Agency Support

• Responsible for processing incoming referrals to service as well as sending all necessary referrals to appropriate external service providers.

• Books client appointments and communicates/follows up with clients when appointments are
  cancelled or missed.

• Creates/updates client files and employee schedules in client database (EMHware).

• Arranges catering for meetings and training sessions.

• Support staff in the booking of meeting spaces and agency vehicles.

• Organizes and executes monthly fire alarm tests and bi-annual fire evacuation drills.

• Disseminates Health & Safety information such as the posting of emergency posters and guides, the updating of MSDS folders and Health & Safety policies and maintains First Aid Kits.

C.  Information Technology Support

• Troubleshoots computer, phone and any other technological issues and coordinates service requests to IT team.

• Maintains inventory of surplus/back-up technology.

D.  Other

• Complies with Woodview Mental Health & Autism Services policies and procedures.

• Performs other tasks as assigned by management

Qualifications & Competencies:

Experience

• College diploma or an applicable combination of education and experience in an administrative role.

• Previous experience in discretely handling confidential and/or sensitive information with knowledge of applicable data privacy law.

• Current Criminal Record Check, with vulnerable screening.

Knowledge and Skills

• Strong customer service and interpersonal skills

• Resourceful, flexible and ability to work independently with minimal supervision.

• Strong knowledge of general office procedures, including filing systems and basic databases.

• Hands-on experience with Microsoft Suite applications including Microsoft Word, Excel and presentation software.

• Excellent writing skills including proper spelling, grammar, and punctuation.

• Ability to work in a fast-paced environment with excellent time management and multitasking skills.

Effort & Working Conditions

• Incumbent must be aware of, and work in accordance with the rules and regulations set out by Workplace Hazardous Materials Information System and AODA.

• Incumbent must remain committed to the continued objective of reducing risk of injury and occupational illness in the work place.

• Incumbent is expected to promote the Internal Responsibility System, whereby all parties share responsibility for keeping any health and safety risks to a minimum.

• Knowledge of the Philosophies, Procedures and Practices of the Centre and a commitment to work within them.

• Manual dexterity required to use desktop computer and peripherals in an office setting.

• Calm nature required to be able to respond effectively to multi demands simultaneously

• Overtime as required; ability to attend functions.

• The incumbent must be continually cognizant of the changing requirements of the consumers of different services and be able to respond to such changes.

• Must be able to lift copy paper boxes and other supplies orders that may come in, up to 30lbs.

Health and Safety

• Incumbent must remain committed to the continued objective of reducing risk of injury and occupational illness in the workplace.

• Incumbent is expected to promote the Internal Responsibility System, whereby all parties share responsibility for keeping any health and safety risks to a minimum.

• Incumbent must abide by the Occupational Health and Safety Act as well as any further health and safety responsibilities as outlined in the agency policy and procedure documents.

• Incumbent must be aware of, and work in accordance with the rules and regulations set out by Workplace Hazardous Materials Information System.

The candidate will be responsible for Coordination of Tele Mental Health.