Administrative Assistant, Addiction Services

6 months ago

Kitchener, Canada House of Friendship Full time

At House of Friendship we believe in what we are doing. We get out of bed each day to make a difference in our community; to walk with and to serve. We are not happy with the status quo. We get energy from ongoing learning and growth. We lead with passion and believe without a doubt that everyone deserves to belong and thrive. We live and breathe our values of Compassion, Inclusion, Justice, Dignity and Hope. And we have fun

Sounds pretty great doesn’t it? It is

*** This is a permanent, part-time position, offering 20 hours per week.**

**Schedule is fixed; 5 days per week, Monday to Friday, from 2pm to 6pm. Must be on site.**

**Valid G class driver’s license and access to a reliable vehicle preferred.**

**Key Responsibilities**:

- Clerical and computer support to program staff
- Administrative support to program Management
- Data entry and updates using both online and internal systems
- Maintain program registration and waitlists using internal and partnership systems, including receipt of assessments
- Make calls to program participants to confirm registration in program services and as needed
- Organize and maintain electronic and paper files, in accordance with agency or program policies and professional standards
- Maintain confidentiality in compliance with Personal Health Information Protection Act (PHIPA)
- Assist with creation and distribution of program promotional materials and contact lists
- Update program paperwork and maintain adequate supply
- Record invoices and interoffice mail to/from the administrative office on a timely basis
- Monitor office supplies, contribute to their organization and place orders as requested
- Ensure office equipment is serviced as needed and respond to unexpected maintenance issues
- Assist with other program service activities and special events, including planning, preparation and clean up
- Participate in supervision and team, department or agency meetings and services as appropriate

**Skills Experience**:

- Minimum Grade 12 education required
- Post-secondary certificate or diploma in office administration preferred
- 1 year previous experience in office administration
- Advanced experience with MS Office products
- Ability to work independently with mínimal supervision
- Knowledge of addiction issues and related community resources
- Experience working within a non-profit and/or social services environment
- Participate in training and supporting Addiction Services students, volunteers and new employees as required
- Commitment to understand and uphold the mission, vision and values of House of Friendship is expected
- Maintain connection to your personal reasons for doing this work and how your purpose connects to the mission, vision and values of the organization and program
- Commitment to consistently upholding the policies and procedures for the program and organization, even when circumstances make it difficult to do so
- Exemplary emotional intelligence, resilience, communication, conflict management and problem solving skills required
- Ability to work professionally as a team member with staff, participants and community members
- Experience or strong interest in working with diverse and vulnerable populations including people from various cultural backgrounds, income levels, and sensitivity to their needs
- Experience with and willingness to continue learning to use an anti-racism, anti-oppressive and trauma informed approach to support work, program design, evaluations of processes and service delivery
- Must be dependable, professional, adaptable, a team player, and have an ability to extend hope
- Respectful, supportive and engaging approach to persons with physical and/or cognitive disabilities, addictions, trauma, mental illness and other life challenges
- Excellent organizational and time management skills - attention to detail including skills in logistics, planning and objective note keeping

**Compensation**:

- We value our team members above all else and know that our mission can only succeed through your work
- We value the work that you do with fair pay and benefits:

- We are a Living Wage employer as defined by the Ontario Living Wage Network
- We use a 3.5:1 ratio meaning that the highest paid team member is not paid more than 3.5 times than the lowest paid team member

**Rate of Pay**:
Grade: 3
Min: $19.61
Mid: $20.80
Max: $23.28

**Working Conditions**:

- 20 hours per week, Monday to Friday, 2pm to 6pm
- Encountering participants or visitors to program sites in emotionally charged situations is possible
- Frequent interruptions can be expected
- Repetitive keyboarding
- Travel within Waterloo Region and Wellington County required for some programs
- Encountering participants at program sites who may be under the influence of alcohol or other drugs, and/or experiencing symptoms of mental illness can be expected

We strive to remove barriers that may prevent qualified applicants from fully participating in the recrui

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