Administrative Support

3 months ago

Ottawa, Canada Pinecrest Queensway Community Health Centre Full time

**Job Title**: Administrative Support
- Employment Services, Bilingual
**Status**: Regular Full-Time
**Hours**: 70 bi-weekly hours
**Pay scale**: $20.167 - $23.726
**Deadline**: Until filled
Who are we?
Pinecrest-Queensway Community Health Centre is an innovative community based, multi-service center. We strive to meet the needs of the diverse communities we serve. We work in partnership with individuals, families, and communities to achieve their full potential, paying particular attention to those who are most vulnerable and at risk. PQCHC is an equal opportunity employer and values diversity in its workforce. If at any stage in the selection process you require an accommodation due to a disability, please let us know the nature of the required accommodation.
**Job Summary**:
The Administrative Support is responsible for delivering support services within the Integrated Employment Services program. More specifically, this position supports the administrative functions of the team and the long-term employment tracking of clients.
**Job Specific Responsibilities**:
Direct Client Services
- Provides back-up support and rotating lunch hour coverage for Reception.
- Works with clients and the retention team to secure documentation related to tracking of employment status.

Clerical
- Assists in maintaining the program database by entering data, generating reports, supporting analysis, and regular auditing of data integrity.
- Prepares statistical reports and documentation and maintains database.
- Supports Reception with referral pathways as required.

Administrative
- Prepares or assists in preparing reports.
- Assists in preparation of flyers, posters, social media and other documents as assigned.
- Creates and modifies program-specific computer templates/forms as required.
- Assists with the preparation, maintenance and filing of client records including participation in client file administrative audits.
- Supports financial requirements related to RFPs, petty cash, and invoices.
- Records and distributes minutes of meetings as needed.
- Maintains electronic filing systems.
- Prints, scans, and uploads client documentation into client files.
- Draft, edit, adapt and produce routine correspondence.

Teamwork and Collaboration
- Maintain effective communication of information among internal and external stakeholders
- Assists in the development of program specific policies and procedures/guidelines and in the overall planning and development of the program.
- Attends and participates at team and general staff meetings as scheduled
- Participates in the evaluation component of relevant program
- Participates in the internal chart audit process
- Provides support to clients of team members as needed

Position Requirements
Education
- High School Diploma and post secondary training in office administration or related program or equivalent combination of experience and education.

Professional Experience
- 2-3 years administrative support experience, preferably in a human service setting.

Key Competencies
- Experience dealing with the public
- Excellent customer service skills
- Excellent documentation skills
- Ability to work collaboratively with diverse clientele and colleagues
- Strong digital literacy, including MS Office suiteand CRM systems
- Knowledge of social media and other onlinecommunicationtools such as Zoom and Teams, and graphic design tools such as Canva

Linguistic Profile (for Centres with French Language Service Designations)
- Under the Centre’s designation to provide French Language Services
- Based on New Avenues Linguistics Rating Scale: A+ (highest skill) to C- (lowest skill)
- French (oral expression): A+
- French (oral comprehension): A+
- French (reading comprehension): A+
- Other languages an asset

Personal Suitability/Other Requirements
- Communication skills using different technological tools, both oral and written, for a variety of audiences
- Enjoy working with detailed information for extended periods of time
- Positively contribute to monthly individual and team Key Performance Indicator (KPIs) while managing a challenging workload through prioritization and effective time management

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