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Program Assistant - Birth and Parent Companion Program - Canadian Mothercraft of Ottawa-Carleton

Sep 23, 2020
Ottawa, Ontario

Are you someone who has a passion for serving vulnerable and at risk families, while working in a dynamic, fun, fast-paced team? Someone who has outstanding organizational skills and can keep track of many competing priorities? Can you adapt to new technology? Serve as a central hub of connecting new families to the best matched volunteer to their needs? Do you have the skills to deal with people in challenging situations with sensitivity, tact, diplomacy, professionalism and utmost confidentiality, respecting the emotional, socioeconomic, cultural and physical needs of our clients, volunteers and team? And at the end of the day, do you strive to make a difference in the lives of families? If so, this is a fantastic opportunity to demonstrate your skills in a well-established, 25+year old community-based program.

The Birth and Parent Companion Program Assistant, under the direction of the Director of Children and Family Services, is primarily responsible to provide support to the Birth and Parent Companion Program (BPCP) and serve as a liaison between clients and volunteers. This position is responsible to prepare, track, review, and/or edit various forms of correspondence, and assist with BPCP Program metric data entry and analysis. The Program Assistant must have the ability to adapt to new technology and ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times.

The Birth and Parent Companion Program Assistant will communicate with Physicians’ offices, Community Health Centres, and other referral sources on an on-going basis to promote and advertise the Birth and Parent Companion Program. They will assist with organization, coordination and staff volunteer recruitment initiatives and interact with other programs within the context of Mothercraft’s mission and strategic plan.

Must be prepared to assist as requested within the broader Department of Child and Family Services, or Mothercraft as a whole.

Competencies

  • Superior verbal and written English communication skills with an attention to detail
  • Bilingualism in English and French is essential, other languages are considered assets
  • Strong knowledge of community resources and services
  • Exceptional organizational skills with the ability to prioritize tasks and meet strict deadlines
  • Strong interpersonal skills
  • Exceptional time management skills
  • Ability to gather, organize and report on program statistics
  • Adaptability to work in a fast paced environment with a constantly changing work load
  • Strong group presentation and facilitation skills
  • Ability to plan, problem solve and think proactively
  • Self-directed with the ability to work both independently and in a team environment
  • Strives for continuous improvement
  • Understanding and experience working with at risk and marginalized populations
  • Ability to learn and utilize program software efficiently (Canva, MailChimp, Database, Survey Monkey)

Job Duties

  • Act as key point of contact for the Birth and Parent Companion Program both with clients and volunteers, accepting referrals, providing information/assistance and/or re-routing inquiries as appropriate
  • Collect volunteer and program participant information, record it in the database and keep files up to date in a timely fashion
  • Assist in the recruitment, screening and support of program volunteers
  • Support and debrief with volunteers as necessary
  • Match program participants with volunteer companions
  • Assist as needed to post volunteer opportunities and training events to Volunteer Ottawa and other appropriate websites
  • Verify and submit volunteer expense reimbursement requisitions
  • Provide information and resources to volunteers and program participants
  • Assist in the coordination of program activities, community events and volunteer recognition activities
  • Schedule training, meetings, and events on and off-site
  • Complete administrative functions as needed by the program and the Director
  • Seek out the most efficient and economical suppliers for program supplies and coordinate purchases
  • Client intake and matching families with trained volunteers
  • Coordinate the assembly, printing, signing and distribution of documentation
  • Provide Program updates to community contacts and arrange for print advertising
  • Establish and maintain filing system for safekeeping of records, volunteer and client files, contracts and documents
  • Use effective office procedures and recommend improvements
  • Manage the clothing donations, maintain the clothes closet and provide access to clients
  • Assist in maintaining an up-to-date awareness of community events and opportunities, funding opportunities and other information and disseminate information as required
  • Communicate the successes and needs of the Program well, consistently and frequently
  • Maintain good working relationship with community partners and funding organizations
  • Maintain complete confidentiality and respect the emotional nature of our work
  • Participate in fundraising activities/events to support the program including planning and execution 
  • Answer telephone and electronic inquiries and relay telephone calls and messages
  • Refer and/or redirect calls, emails, or visitors as required
  • Promote the Program to clients and volunteers by providing information
  • Maintain a professional appearance, demeanour, and attitude at all times
  • Protect the health and safety of others by adopting safe work practices and reporting unsafe conditions immediately
  • Ensure compliance with provincial regulations and agency policies, procedures and best practices.
  • Perform other reasonable duties that may be assigned

Job Requirements

  • Post-secondary education in a related field
  • 2 years experience in a community based social service agency
  • Minimum of 2 years related office experience
  • Experience and proven ability in working with adults and the public
  • Strong knowledge of related community resources and services within the City of Ottawa and online
  • Valid first aid and CPR Level C certification
  • Satisfactory vulnerable sector check
  • Expected that staff will engage in continuous professional learning opportunities to keep informed of the latest research
  • Proficient computer skills in Microsoft Office Suite (Word, PowerPoint, Access, Excel) as well as data base management, desktop publishing, Internet and e-mail
  • Doula/childbirth education is an asset
  • Understanding and experience working with at risk and marginalized populations
  • Demonstrated time management skills and the ability to prioritize tasks and meet deadlines
  • High level of integrity and work ethic
  • Demonstrated ability to process information accurately and timely and to perform a variety of administrative duties related to carrying out the mission and function of the program and the agency
  • Bilingualism in English and French is essential, other languages are considered assets
  • Must participate in Birth Companion Training
  • Must be able to work occasional evenings and weekends

Work Conditions

  • Working in different environments including a busy office environment, outdoors, classroom space and meeting rooms with the public and with frequent interruptions
  • Occasional overtime
  • Exposure to infectious waste or illnesses

 

30 hour/week $20.66 per hour - 1 year maternity leave contract

TO APPLY FOR THIS POSITION - send your resume and cover letter to tl.mallett@mothercraft.com

 

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