Administrative Assistant (Youth Wellness Hub)

JOB SUMMARY
Reporting to the Supervisor of Community Services and Strategic Initiatives, the Administrative Assistant (AA) plays a strategic and integral role in our clinical services and programs. As well as in providing a safe, welcoming, and inclusive workplace.

The AA is part of the AFS AA team and will have a broader role in realizing the AFS vision and mission. The AA will:

• Handle the telephone communications system including the switchboard and paging system.
• Carry out day-to-day administrative functions related to the support required for reception including welcoming clients and other visitors.
• Organizing incoming and outgoing mail and deliveries, including distribution to appropriate staff.
• Organizing general office supplies and ensuring appropriate inventory levels.
• Assisting with meeting logistics, scheduling and booking meetings rooms as required.

MINIMUM EDUCATION

• College diploma in Office Administration – Executive or equivalent

MINIMUM EXPERIENCE

• Two (2) years office experience.

QUALIFICATIONS:

• Ability to manage complex telephone communications, PA system, and computer communications systems.
• Ability to complete tasks efficiently and accurately with minimal supervision.
• Proficiency in use of computers and a variety of software applications (Microsoft Suite)
• Knowledge of, and experience with, client information data collection processes and data entry practices, particularly related to the EMHWare, Catalyst and MIS databases.
• Knowledge of, and experience with, MIS data collection processes and data entry practices.
• Knowledge of other agencies and services within our community.
• Excellent communication, time-management, and organizational skills.
• Pleasant manner and calm demeanor when dealing with the public.
• Ability to provide written and verbal services in English and a minimum of the basic level of conversational French required.
• Availability to work flexible hours including evenings and occasional weekends.
• Ability to work in a team environment.
• Possession of a valid Ontario Driver’s License (minimum of Class G if over the age of 19, and Class G2 license if 19 and under), ability to travel, and use of a personal vehicle.
• Full COVID-19 vaccination.
• Provide a clean police records check.
• Must be able to engage children, youth, and adults with presentations of mental health challenges in a kind, caring, and compassionate way.
• Understand the inherent risks with dealing with clients and/or visitors with mental health and/or substance use challenges.

DUTIES AND RESPONSIBILITIES:
1. Maintain the confidentiality and privacy of clients, staff, and their information at all times as per agency policies and procedures and related legislation as a Health Information Custodian.

• Ensure files are well-organized and up-to-date filing systems (both electronic and hard copy), as required.

2. Carry out day-to-day clerical functions, as required, to support AFS services and programs such as typing, faxing and photocopying; maintaining office supplies, data entry, maintaining files and providing backup to other support and reception staff as required.

• Participate in the rotation of reception coverage for lunch and breaks.

3. Monitor and maintain the inventory for office supplies and materials.

• Order supplies and materials as necessary.

4. Communication and appointment management.

• Direct calls to appropriate staff, as required.
• Make calls as directed.
• Assistance with appointment scheduling as required.

5. Ensure necessary documentation and materials are prepared and forwarded in a timely fashion for Canada Post or Purolator delivery.

6. Coordinate and prepare meetings, including preparing agendas and minutes and assisting with meetings logistics, scheduling in-house meeting rooms, as required.

7. Actively participate as a team member with Agency staff, particularly with fellow Administrative Assistant Staff.

8. Contribute to evaluating our programs, services, and staffing as required.

9. Participate in cross-training with fellow Administrative Assistant staff to support coverage across programs and services.

10.Participate in special projects from time to time, as required.

11. Take initiative in developing a personal professional development plan.

12.Assume other responsibilities as assigned.

WORKING CONDITIONS:
1. Physical Effort: Physical activity is limited. Some time spent in comfortable sitting position with opportunity to move about. Minimal out of office travel.

2. Physical Environment: Located in a comfortable indoor area, however, any unpleasant conditions are related to out-of-office travel.

3. Sensory Attention: A high level of concentration, attention and sensitivity to verbal interactions and written communication.

4. Working Environment: There are pressures to balance competing demands for human, fiscal, program and physical resources. There is pressure for results with attention to deadlines. This position must also attend to situations and interactions concerning staff. There may be minimal travel requirement to the organization’s other sites.

This position falls within the bargaining unit represented by the OPSEU.

Algoma Family Services (AFS) is dedicated to building a workforce that reflects the diversity of the community in which we live and
serve. AFS encourages applications from all qualified individuals. Applicants that may require accommodation during the selection
process are encouraged to notify HR when contacted for an interview.

PLEASE SEND YOUR COVER LETTER AND RESUME TO [email protected] # ADM-0521-01