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Office Administrator

4 months ago

Chilliwack, Canada Collage HR Full time

Position Summary:

The IJC Office Administrator is responsible for promoting a culturally safe and supportive work environment and welcoming clients and community members into the Indigenous Justice Centre. The IJC Office Administrator will work to keep the IJC secure and help to manage relationships and interactions outside the IJC doors and when people are in the space. They will conduct intake for new clients, support warm referrals and assist with reception, scheduling, mail, and other offices tasks as assigned.

Job Duties & Responsibilities:

  • Manage client experience and ensure a culturally safe experience for anyone coming into the office and maintain accessibility in both availability and warmth of services.
  • Provide an empathetic, gentle approach to difficult interactions within and at the IJC doors to ensure client, community and team safety.
  • Conduct initial intake conversations with new clients.
  • Work closely with the Managing lawyer(s) to ensure an overall collaborative operation of the Indigenous Justice Centre.
  • Support office operations for smooth operations and to provide preventative measures by identifying issues.
  • Implement established policies and procedures, measure outcomes against standards, and improve operational flow when identified.
  • Oversee office interactions, responding to requests and questions.
  • Maintain office efficiency by organizing procedures, handling. correspondence, managing filing systems, and overseeing office maintenance, supplies and equipment uninterrupted function.
  • Provide direct administrative supports as needed, including scheduling appointments, meetings, and events as needed.
  • Assist with office space/infrastructure scheduling, maintenance and planning (moves, adds, and changes to workstations).
  • Liaise with other staff to share and exchange information and provide guidance as appropriate.
  • Maintain confidentiality of client-related information.
  • Participate in IJCs proactive approach to staff wellness.
  • Compile information for annual and other reports and ensure comprehensive statistics are maintained as required.
  • Contribute to the collaborative approach to wrap-around services in the Indigenous Justice Centres.
  • Work together with the IJC team to maintain a welcoming, high-function centre by supporting colleagues and community partners, as assigned.
  • Provide reception coverage.
  • Comply with BCFNJC policies and procedures.
  • Other duties as assigned.

Qualifications & Work Experience:

  • 3-5 years' experience working as an office manager or a similar role or the equivalent combination of education and experience.
  • Knowledge of local and urban Indigenous cultures is preferred.
  • Excellent interpersonal and communication skills.
  • Empathetic approach to people who are unhomed or dealing with addictions.
  • Knowledge of MS Office programs including (Word, Excel, Outlook, PowerPoint).
  • Knowledge of the WorkSafeBC requirements that apply to the work under your supervision and make sure those requirements are met.
  • Self-motivated individual with the ability to work with minimal supervision in a team-oriented setting.
  • Knowledge of clerical practices and procedures and organization management principles.
  • Strong time-management and people skills, flexibility, and multitasking ability.
  • Ability to maintain confidentiality, problem solve and take initiative.
  • Understanding of interdisciplinary approach and respect for non-legal supports.
  • Commitment to collaborative team environment.
  • A clear criminal reference check (CPIC) and Vulnerable Sector Clearance will be a condition of employment.
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