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Administrative Assistant

3 months ago

Thunder Bay, Ontario, Canada Matawa Health Co-Operative Full time

ADMINISTRATIVE ASSISTANT (MENTAL HEALTH TEAM)

JOB DESCRIPTION

  • Must be "fully vaccinated" against COVID19. (In Ontario, a "fully vaccinated individual" is defined as one who has received the required number of doses as outlined by Health Canada and they have received their final dose of the COVID19 vaccine at least 14 days ago.) Must provide Health Canada's proof of vaccination (vaccine receipt or enhanced vaccine certificate)._

PURPOSE OF THE POSITION
Matawa First Nations established the Matawa Health Co-operative (MHC).

This provincially incorporated Co-operative consists of the nine Matawa member communities - Webequie,Neskantaga, Nibinamik, Eabametoong, Marten Falls, Aroland, Ginoogaming, Long Lake # 58 and Constance Lake First Nations.


The Administrative Assistant shall work closely with the MHC Director of the Mental Health Services and the Mental Health Services team.

He/she will report to the Executive Director of the Matawa Health Cooperative.

SCOPE


The Administrative Assistant will work collaboratively with the Director of Mental Health Services, Matawa Health Cooperative Mental Health Team, and the Director of Nursing and Clinical Services and their Administrative Assistants in order to ensure that the needs of the mental health program and services are being adequately met in a timely fashion and that the day-to-day operations run smoothly.


RESPONSIBILITIES

  • Documentation and filing support;
  • Quality Assurance;
  • Supporting our clientele as needed (e.g., assisting the team with coordination and cancellations of client appointments when needed);
  • Managing purchase order requests; processing and completing purchase orders through use of Sage System;
  • General management of mental health supplies and inventories, ordering and purchasing supplies;
  • Assistance with coordination, booking, and payment as it pertains to necessary travel and/or meeting accommodations and arrangements;
  • Assistance with coordination, booking, and payment of contracted supports (e.g., Elders);
  • Assistance with meetings as required (correspondence, coordination, bookings, scheduling, minute taking);
  • Assistance with promotion and advertising of events, services, and programming which requires ability and willingness to navigate and post on Social Media pages in a fashion that proudly represents Matawa Health Cooperative;
  • Managing, submitting and processing completed staff forms and requests for Mental Health Team as required;
  • Working cooperatively and in support of the MHC Director of Mental Health and Mental Health Team;
  • Working collaboratively with all other administrative assistant/support staff. Attending and actively participating and contributing in all meetings (e.g., training, planning, collaboration) as required;
  • Work collaboratively with the Matawa First Nation communities and their designates to provide pertinent correspondence and updates as required from MHC Mental Health program;
  • Provide administrative support as it pertains to the development of MHC Mental Health Policies, Procedures, and Work Instructions;
  • Support with mental health data/stat collection and record keeping as required;
  • Support with Covid19 duties as directed;
  • May require travel to Matawa First Nation communities, often by small aircraft;
  • All other duties as deemed necessary by your immediate Lead/Supervisor.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge
The incumbent must have proficient knowledge in the following areas:

  • Knowledge in office administrations;
  • Strong understanding of what clerical and administrative support and responsibilities entail;
  • Familiar with privacy, confidentiality, and duty to report;
  • Experience working with vulnerable populations;
  • Knowledge of First Nations culture, history, communitybased services, geographic realities and social conditions within remote First Nations communities.
  • Understands the impacts of intergenerational trauma on Indigenous communities and has a sound understanding of culturally relevant approaches to healing;
  • Cultural Competency; Knowledge and understanding of Indigenous traditions and culture.

Skills

The incumbent must demonstrate the following skills:

  • Highly organized;
  • Individual is able to manage and complete tasks with mínimal to no supervision;
  • Highly adaptable and able to work and remain calm in a fastpaced environment,
  • Excellent organizational and planning skills. Able to easily problemsolve and quickly re
- route planning/establish alternate solutions as needed;

  • Selfstarter who is able to effectively work independently and/or as part of a team;
  • Strong interpersonal and communications skills (written and oral) and an ability to establish and maintain rapport effectively with staff, clients and partners;
  • Good secretarial, word processing, note taking, and file management;
  • Ability to prioritize tasks needing their attention throughout any given work day based on which tasks are