Quality and Risk Administrative Assistant

3 weeks ago

Hamilton, Canada Banyan Community Services Full time

**Job description**

**PURPOSE OF THE POSITION**

Reporting to the Manager, Policy, Planning and Performance or designate, and in accordance with Banyan’s Policy, Practice & Procedure Manual. The primary goal of the Admin Assistant is to provide administrative support for a range of functions related to the quality and risk program, which may include, but are not limited to, data collection and analysis, policy management, program evaluation and proposal writing and responsibility for maintaining the organizations accreditation status.

**MAJOR RESPONSIBILITIES**
- Provide administrative support for: _
- Development, implementation and maintenance of the quality management program.
- Development, implementation and maintenance of the risk management program.
- Create and update policies and procedures as required using Surge Learning.
- Maintain standardization of policies/procedures and controlled forms using Surge Learning.
- Support strategic and operational planning process.
- Development and improvement of databases. (CIS, Quality, Risk and SORRL)
- Inputs data/information including the collection and entry of Youth Justice Service Division Outcome Data and Youth Experience Surveys.
- Prepares Balanced Scorecards for review.
- Compiling and analyzing results from all quality and risk management activities and presenting the results in a user friendly and accessible format to be reviewed by Quality and Risk Management Committee, Senior Management and the Board Quality and Risk Committee.
- Ensure ongoing compliance with accreditation standards.
- Monitoring that employee and client file audits are completed in accordance with policy.
- Conduct program evaluations and report results, including recommendations for program development and improvement.
- support grant / funding proposal writing when needed.
- Project management and coordination of special projects and initiatives.
- Database administration (Caseworks).

**CORE COMPETENCIES**

1. MISSION DRIVEN:

- Role model for staff; behavior aligns with Banyan’s mission, vision and values at all times.

2. VALUES BASED INTEGRITY:

- High ethical standards and behavior in accordance with the principles of honesty, fairness, equity, trust, transparency, and accountability.

3. CLIENT CENTRED & QUALITY FOCUSED:

- Continuous focus on client issues and service quality; be an advocate for clients and families.

4. SELF-AWARENESS & SELF-MANAGEMENT:

- Able to identify own strengths and capitalize on them; identify own weaknesses and compensate for them.

5. FLEXIBILITY:

- Able to multitask and meet conflicting priorities and deadlines.

6. COMMUNICATION:

- Well-developed organizational, interpersonal and communication skills, both written and verbal.

**ROLE COMPETENCIES**

Classification Specific
- Problem-Solving Skills: develop strategies using a systems thinking approach. Identify and analyze problems so that viable solutions are found.
- Managing Multiple Priorities: ability to remain calm and multi-task within a multi-disciplinary environment.
- Team Player: works cooperatively within team to achieve goals and to foster commitment, spirit, pride and trust.
- Regulatory & Safety Compliance: follows legislation and other regulations to maintain a safe working environment.

Other
- Responsible and accountable for ensuring a safe and healthy workplace for themselves, colleagues and staff by committing to working in a safe manner, reporting hazards and injuries, utilizing all necessary safety equipment and protocols and at all times and complying with all relevant Health and Safety policies, procedures and legislations.
- Any other duties as assigned

**SKILLS AND EFFORT**
- Excellent time and stress management skills to complete required tasks.
- Strong understanding of Banyan Community Services’ policies, procedures, and program practices and legislations requirements.
- Extreme concentration and attention to detail and accuracy to avoid errors, including data entry accuracy.
- Strong analytical skills and attention to detail with the ability to work in a complex environment with multiple demands and confidential information.
- Good mathematical skills.
- Strong communication skills (written and verbal) and organization skills.
- Ability to be self-motivated, work independently, as well as with multi-disciplinary teams.

**QUALIFICATIONS**
- College Diploma in Office Administration or similar.
- At least one (1) year of experience in an administrative support role.
- Demonstrated experience in quality improvement, performance, and risk management an asset.
- Provide and maintain an acceptable Criminal/Vulnerable Sector Record and Health Assessment.

**WORKING CONDITIONS**
- The Admin Assistant will conduct business from the Head Office where standard office working conditions and the use of standard office equipment will apply.
- May be exposed to the general population including direct contact with young people in the program, client families, seni

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