Administrative Assistant

3 weeks ago

Kingston, Canada Kingston Community Health Centres Full time

Posting Date: June 2, 2023

Closing Date: June 12, 2023

**Job Title Administrative Assistant**

Reports to: Coordinators, ISKA/NSP/KIP

Position Type: Part-time contract ending March 31, 2024 (17.5 hours/week)

Start Date: June 2023

**Salary**: $22.53-$26.50 per hour

**Position Summary**
The role of the Administrative Assistant is to support all operations of Immigrant Services Kingston & Area
(ISKA) programs and Newcomer Settlement Program (NSP) services. Facilitating effective systems and ensuring that deliverables are met while maintaining an outstanding commitment to excellent customer service and the support of staff; volunteers will be supported with appropriate resources, guidance and logístical information. Staff will be supported with the provision of administrative tasks that will allow them to achieve deliverables in a professional and timely manner. Solution focused collaboration with other administrative/support staff, community partners, and in close working relationships with other multi
- disciplinary staff will be key to the success of this role.

**Responsibilities**

**Client/Participant/Volunteer Care**
- Support clients by providing a welcoming, non-judgmental manner in order to perform needs determination, registration logistics and appropriate referral pathways.
- Assess, administer and implement Centre logistics by ensuring an appropriate flow of information to all stakeholders.
- Facilitate the arrangement of virtual supports for both staff and clients including volunteer care meetings with immigration lawyers, funders, volunteers, community partners and ethno-cultural groups.
- Provide innovative logístical support to the recruitment, selection, onboarding and oversight of volunteers; liaise with community partners on volunteering.
- Utilize effective EDIIA and trauma-responsive strategies in all interactions with clients.

**Administration**
- Assist various programs with routine operations and ad hoc needs as determined by the team in consultation with community partners and funders.
- Oversee and implement effective social media strategies to ensure effective community engagement and to promote awareness of the team’s work.
- Consistently work in a manner that preserves confidentiality and seeks to minimize risk.
- Liaise with other administrative staff both within ISKA and KIP as well as throughout KCHC.

**Communications**
- Ensure public documents are available and properly displayed (e.g., online, bulletin boards, video screens, brochure display).
- Gather evidence and share information in a dynamic, user-friendly way in order to generate content for media campaigns, outreach, reports and briefing notes.
- Communicate with all stakeholders in a respectful, culturally sensitive manner.
- Keep all team members well informed of current trends, threats and opportunities related to client service and staff wellbeing.
- Arrange and facilitate team meetings, brainstorming and planning sessions.
- Utilize appropriate equipment as well as agendas, minutes and action plan in order to facilitate meetings.
- Gather content, photos and evidence for newsletters and social media campaigns.
- Liaise with other communication staff and teams within KCHC.

**Organizational Responsibilities**
- Complies with all relevant legislation and KCHC policies, including privacy laws.
- Commits to acquiring an understanding of the importance of trauma responsiveness and the impact of Adverse Childhood Experiences (ACEs).
- Commits to demonstrating an ongoing commitment to Equity, Diversity, Inclusion, Indigenization and Accessibility (EDIIA) by representing the diverse nature of our communities, promoting and practicing inclusion.
- Supports KCHC’s student and volunteer placement programs.
- Promotes awareness of and participation in KCHC activities.
- Demonstrated commitment to continuous learning and quality improvement.
- On occasion, perform other temporary duties as required.

**Basic Education and Experience Requirements**
- Ability to speak two or more languages will be considered an asset.
- Post-secondary diploma or certificate in Office Administration or similar qualifications.
- Experience in reception and secretarial role, preferably in a clinical or human service setting.
- Experience working with diverse groups of people, an asset.

**Knowledge, Skills and Abilities**
- Effective time management, organizational, conflict resolution and multi-tasking skills.
- Above average oral and written communication skills, able to communicate effectively in a cross-cultural context.
- Strong interpersonal skills, and a commitment to being a team player.
- Understands the challenges faced by persons facing social, economic and cultural barriers.
- Multicultural awareness & appreciation, gender sensitivity, and ability to work effectively in a diverse environment with co-workers, clients and partners.
- Ability to treat all individuals with respect and interact in a tactful and supportive manner

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