Administrative Support Clinical

3 weeks ago

Cornwall, Canada Inspire Community Support Services Full time

Inspire - Community Support Services is a non-profit, multi-service community-based agency. The agency is currently looking to fill a full-time Administrative Support (Clinical and Support Services) position who will be responsible for providing day-to day administrative, coordination, and logístical support. This position will work out of our main office in Cornwall and travel may be required.

**Position Title: ADMINISTRATIVE SUPPORT (Clinical and Support Services)**

**FLS DESIGNATED POSITION**

**Reporting Relationship**:Reports to the Manager - HR, Administration and Quality Assurance

**Role accountabilities**:

- Greets and welcomes clients and visitors
- Provides first point of contact for services, including provision of information on

available resources, and related processes and documentation
- Places outbound information and reminder calls to clients
- Manages calendars including planning, prioritizing, and coordinating of appointments, meetings, events, and travel
- Provides logístical and administrative support including booking rooms, obtaining equipment and catering for meetings and workshops
- Composes, drafts, edits, proofreads, and formats correspondence and memos
- Coordinates, collects, assembles, and provides agendas, contracts, and information packages for meetings, sessions, and events
- Attends meetings, take notes, drafts minutes, prepares follow-up correspondence, and tracks progress
- Completes on-line and document searches
- Inputs and validates data and information including scanning and input / upload
- Tracks active and closed files
- Creates files and maintains system in accordance with records management policies and procedures
- Orders office supplies and coordinates service requirements for maintenance of office equipment
- Provides administrative services to community partners in accordance with for purchase services agreements
- Supports financial processes including invoices, receiving payments, expenses and reconciliation

**Position Requirements**:

- Knowledge of client services and office administrative policies, procedures and processes
- Knowledge of the organization’s services, programs and other community partners
- Knowledge of office productivity software and databases, and technology devices
- Completion of college certificate in office administration
- Two years of previous work experience in office administration

**Employment and Working Conditions**:

- Works in an open office environment
- May be exposed to clients in distress
- 35 hours per work week
- Salary range $21.50 - $23.90

^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

**Titre du poste : SOUTIEN ADMINISTRATIF (Services cliniques et de soutien)**

**POSTE DÉSIGNÉ EN VERTU DE LA LOI SUR LES SERVICES EN FRANÇAIS**

**Responsable **:Gestionnaire des ressources humaines, de l’administration et de l’assurance de la qualité

**Responsabilités**:

- Accueillir la clientèle et les visiteurs
- Servir de premier point de contact pour les services, notamment en fournissant des renseignements sur les ressources disponibles, les démarches et la documentation s’y rapportent
- Recevoir, surveiller et filtrer les messages, le courrier et les demandes provenant de l’extérieur (en personne, par téléphone, par courriel)
- Effectuer des appels pour fournir des informations et pour faire des rappels à la clientèle
- Gérer les calendriers, ce qui comprend la planification, l’établissement des priorités et la coordination des rendez-vous, des réunions, des événements et des déplacements
- Fournir un soutien logistique et administratif, notamment en réservant des salles, en obtenant de l’équipement et en organisant les services de traiteur pour les réunions et les ateliers
- Composer, rédiger des ébauches, réviser, corriger et mettre en forme la correspondance et les notes de service
- Coordonner, recueillir, préparer et fournir les ordres du jour, les contrats, et les trousses d’information pour les réunions, les séances et les événements
- Assister à des réunions, prendre des notes, rédiger des procès-verbaux, préparer la correspondance de suivi et suivre l’évolution des dossiers
- Effectuer des recherches en ligne et dans la documentation
- Saisir et vérifier des données et des renseignements, entre autres en numérisant et en saisissant/téléchargeant des données
- Assurer le suivi des dossiers actifs et fermés
- Créer des dossiers et maintenir le système en conformité avec les politiques et les procédures de gestion des dossiers
- Commander des fournitures de bureau et coordonner les besoins en matière d’entretien de l’équipement de bureau
- Fournir des services administratifs aux partenaires communautaires conformément aux ententes d’achat de services
- Appuyer les processus financiers, tels que la facturation, la réception des paiements, la comptabilisation des dépenses et les rapprochements

**Qualifications

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