Administrative Assistant

Bethesda, long considered to be a leader within the Developmental Services sector in Ontario, offers a work environment that is supportive and team based. Our organization has been the recipient of various awards including Human Resources Director Canada Best Places to Work and Canadian Occupational Safety's 5-Star Safety Cultures 2023. We offer competitive wages, industry leading benefit plan and defined benefit pension plan (HOOPP), company perks such as retail discounts and a Bethesda Rewards Program.

**POSITION OBJECTIVE**

Adult Clinical Services is currently recruiting a Full-Time Administrative Assistant for Southern Network of Specialized Care and the Community Response Program located in Vineland

Working to uphold Bethesda’s vision, mission and quality of client care under the direction of the Manager of Clinical Services, applicants must possess a desire to work in a fast-paced environment and demonstrate a dedication to upholding strong ethical and professional standards.

**Key Job Responsibilities**
- Attend meetings, prepare and distribute minutes and meeting notices for various programs.
- Assist with meetings including room preparation, ordering meals and refreshments
- Attend Senior Administrative Assistant team meetings.
- Assist with the coordination of workshops/conferences involving advertising, registrations, payment processing, handout preparation, room bookings, and communication with hotel site staff to ensure itinerary is followed
- Create PowerPoint presentations and advertising information.
- Ensure all job postings are posted in designated areas for widest visibility.
- Conducts research as required.
- Edit newsletter, receive articles, and develop layout as well as ensuring grammar and spelling are correct
- Review and submit payroll to managers and approve on their behalf.
- Typing bi-weekly and monthly Behaviour Intervention Plan Evaluations.
- Prepare Case Conferences for all programs.
- Prepare Health Care Plans and Evaluations.
- Prepare Progress Reports every four and eight months.
- Calendar management for various teams within the organization.
- Update staff phone lists and Next of Kin lists for various programs.
- Review and submit OHIP billing
- Type Client Discharge Plans as required.
- Type and organize Orientation Manuals for clients upon discharge.
- Log referrals for various programs and prepare files and distribute accordingly.
- Type and distribute Intake Reports.
- Maintain an updated forms binder.
- Transcribe Doctor’s notes, annual physicals and any other correspondence.
- Maintain departmental files.
- Typing as required for appropriate programs (i.e. menus, procedures, memos, forms, charts, etc.).
- Copy and distribute incident reports, physical restraints, serious occurrences, Behaviour Intervention Plans, Behaviour Intervention Plan evaluations, minutes, progress reports, case conference reports, etc. for the above programs and distribute accordingly.
- Prepare files for new clients.
- Register staff for seminars and workshops, book hotel rooms and flights as needed.
- Maintaining and ordering office supplies and other items.
- Distribute interoffice courier.
- Provide computer assistance and support to staff, when necessary.
- Provide reception duties at various locations.
- Complies with Bethesda policies and procedures relating to health and safety.
- Responsible for reporting all health and safety concerns immediately following the Internal Responsibility System.
- All other duties as assigned.

**QUALIFICATIONS**
- College Diploma in Office Administration
- Four (4) - Six (6) years experience in a similar administrative support role.
- Experience working within a multidisciplinary team.
- Proficient with Microsoft Office.
- Valid Driver’s License.
- Professional Communication Skills: professionally represents the company through strong communication skills, both oral and written.
- Teamwork: excels at working with others and communicating with a team to provide the most effective support to clients.
- Problem-Solving: able to navigate challenges and barriers, always looks for potential pitfalls and risks to help mitigate problems ahead of time, and knows when to ask for help.
- Proactive: anticipates and solves problems and issues before they are brought to your attention.
- Fluent in French is an asset.
- Bethesda will provide, upon request, accommodation to the materials and processes used in the recruitment process in accordance with the accessibility for Ontarians with Disabilities Act, Integrated Accessibility Standards._
- We thank all applicants for their interest but regret that only those considered for an interview will be contacted._