Administrative Assistant

3 weeks ago

Markham, Canada Chapters Counselling Services Inc. Full time

**Chapters Counselling Services Inc.**

At Chapters Counselling Services Inc, we provide psychological and psychotherapy services to Individuals, Couples and Families dealing with various life issues. Our approach to therapy integrates different modalities to provide the most appropriate interventions for specified issues.

**Our office location**: 3601, HWY 7 East, Markham. ON. L3R 0M3.

To succeed in this role you will possess, excellent communication skills and the ability to promote the vision of the clinic. You must be warm, self directed, efficient, extremely organized and possess the ability to multi-task. You should have a passion for helping others.

**Responsibilities**:
**Administrative Support**:

- Assist in coordinating the day-to-day operations of the office, providing related administrative support, and serve as an assistant to the clinical Manager
- Serve as the frontline contact for internal/external calls and inquiries to the Intake Services department; triage and track requests as required providing a high level of customer service to internal and external customers/clients
- Maintain office calendars; schedule and coordinate meetings, appointments, events, and/or other types of functions
- Provide meeting and administrative support related to materials preparation, including research, background information, taking and distribution of minutes, recommendation on meeting platforms and digital tools, photocopying and other related activities as assigned
- Provide logístical support for relevant meetings to include event scheduling, meeting room reservations and catering, travel arrangements and booking applicable platform
- Create, compose, and edit technical and/or administrative correspondence and documentation
- Prepare a variety of technical, statistical, financial, and narrative reports, spreadsheets, presentations, letters, memos, and other written correspondence and materials, as required
- Provide support in the development and editing of Intake Services related policies ensuring they are appropriately tracked and published
- Establish and maintain organized and efficient files and records for Intake Services with responsibility for the administration, security, confidentiality, and retention of office files
- Gather, enter, and/or update data to maintain records, files and databases, as appropriate
- Research and recommend administrative tools, best practices and processes for Chapters Counselling Services Inc. and specific departments as appropriate
- Provide administrative support for special projects as assigned
- Provide back-up support in other administrative areas, as assigned
- Adhere to privacy legislation respecting the privacy of colleagues, clients and families
- Ensure legal compliance to the Employee Standards Act of Ontario, Ontario Health & Safety Act, and other regulations and best practices
- Other duties and projects as required

**What We Need**:

- Minimum of a college diploma (2 year program) in office administration or business administration is required
- Minimum of one (1) year of related office administrative experience in healthcare or social services environment
- Excellent organizational and problem-solving skills and demonstrated ability to prioritize multiple and changing demands
- Demonstrated ability to work independently and accurately in the presence of frequent interruptions and respond to a number of requests for assistance from team members, clients and service providers
- Ability to work as a team using a problem-solving approach; always working to move the team towards the achievement of its goals, build its capacity and create an environment of consensus and collaboration
- Demonstrated business professionalism and commitment to providing excellence in customer service
- Ability to respect and maintain confidentiality at all times
- Proven ability to recognize where sensitivity is required, exercise good judgement, discretion and accountability in all aspects of the role
- Ability to be proactive and anticipate program needs and initiate activities to support the Manager and program
- Experience with graphic design including creating products, knowledge of principles, best practices and emerging trends, as required
- Extensive editing and proofreading skills, as required
- Excellent written and oral communications skills with the ability to communicate effectively across the Network
- Ability to work flexible hours in support of requirements that may fall outside of the typical work hour framework
- Knowledge of the children’s service systems in Toronto and York Region considered an asset
- Ability to communicate in French or other languages considered an asset
- Certified First Aid considered an asset
- Produce a clear police record check with a vulnerable sector check prior to start of employment

**Application Process**:
**Job Types**: Part-time, Casual, Freelance

Part-time hours: 16-24 per week

**Salary**: $17.00 per hour

Schedule:

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