Office Coordinator

2 weeks ago

Guelph, Canada Stonehenge Therapeutic Community Full time

**About the Role**:
Stonehenge Community Services provide a variety of short and long-term interventions to high-acuity individuals in the community, including case management, crisis stabilization, counselling, and supports to housing.

This role will successfully manage our complex office environment to complete all coordination functions relating to the Permanent Supportive Housing Program, the Community Services Office, and Safe Beds Program including providing reception, fax handling, mail handling, visitor interaction, deliveries, physical inventory, clinical supplies, and vendors. Other tasks include supporting special projects as part of the Administrative Support Team (AST).

**Role Type: New Full time, Permanent**

**Hours of Work**:

- Days (Monday-Friday)

**Why Work for Stonehenge?**
- Enhanced vacation offered to all staff
- Paid wellness days
- RRSP Matching Incentive
- Health and dental benefits (no employee co-pay)
- Employee and Family Assistance Plan available to all staff
- Personal and professional development opportunities

**Qualifications**:

- Completion of a College Diploma or University Degree relating to Office Administration
- Minimum of six months related experience in a healthcare or social services setting required
- Access to reliable transportation
- Knowledge of community resources
- Lived experience related to addictions and/or mental health an asset
- CSC Clearance conducted by PWGS Canada
- Standard First Aid/CPR, Level C

**Role Overview**:
Client Administration:

- Provide information to tenants regarding programs and services
- Schedule intake assessments with Clinical Supervisors
- Create, maintain, and archive tenants files and medical records
- Facilitate external file requests (i.e. lawyers, insurance agencies, health professionals) and initiate invoicing with Finance Manager
- Manage process for guests Manage tenant-related electronic files as required

Reception/Clerical:

- Respond to tenant requests for assistance and crisis situations
- Update, print, file, and distribute agency documents as required (contact lists, meeting minutes, etc.)
- Effectively use office equipment including multi-line phone system, copier/scanner/fax, postage machine, etc.
- Perform hospitality functions for meetings, assessment and intake Create employee badges as needed

Logistics:

- Create, update, and maintain agency templates, documents, and mail-outs
- Coordination and logistics of agency trainings and events; liaise with vendors as required
- Provide logístical, operational, and administrative support to the Facilities & IT Manager as required
- Effectively use the agency’s inventory software to:

- Maintain the agency’s inventory of office and hospitality supplies, ensuring an appropriate level of inventory is always available
- Provide support to other staff in maintaining inventory of clinical engagement supplies and operational supplies for distribution across multiple sites
- Ensure proper opening and closing tasks for the office
- Assist in the scheduling and utilization of the Administration meeting rooms
- Coordinate with the Food Bank to ensure the food pantry is kept stocked
- Purchasing and bulk buying as required
- Required duties and documentation of the Joint Health & Safety Committee to ensure agency compliance of the Occupational Health & Safety Act
- Other tasks as required to support site

Applications will be accepted** until April 22, 2024 at 4pm.**

We look forward to meeting you
- Stonehenge Therapeutic Community accommodates the needs of applicants throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and Human Rights legislation. Should you require it, accommodation can be made at any point, upon request._
- **While you're at it check out the Guelph CHC's job postings for this project too. It's a community effort_

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