Executive Assistant

7 months ago

Aurora, Canada Freedom from Addiction Full time

_**Primary Duties**:_ The EA is responsible for providing reception and administrative support to the EVP and counsellors
- Coordinates and supports the operation of the reception area including greeting visitors and answering incoming calls and questions about treatment or clients, transferring calls to appropriate staff
- Provide basic information to the public and potential clients about our program and intake process
- Sorts and distributes incoming and outgoing invoices, mail, faxes, courier deliveries and copies; scans and faxes documents as required and places center supply requests
- Set up intake appointments with EVP and treatment staff as required
- Promote a welcoming environment in the Reception area: greet visitors, welcome walk-in’s, identify immediate needs and refer as appropriate
- Provide administrative support services to EVP and counsellors
- Assisting EVP with policies and procedures, office management
- Input and manage data in program information collection systems as required
- Assist in preparing program materials as required
- Conduct intake for clients requesting treatment requiring 24/7 availability if necessary
- Initiate, process and manage administrative details for all Intakes and Discharges
- Financial custodian of client fees, invoices, arrears and supporting documentation
- Manage client contracts, fees and record payments
- Accurately record, filing and maintenance of confidential client information
- Work closely with the team to communicate information on the client
- Maintain follow-up and continuing care client records
- Update and maintain client files
- Coordinate and administer centre payroll
- Participating team-member on various projects and committees e.g. Accreditation and Health and Safety
- Organize and deliver orientation and arranging training sessions as required
- Human Resources - Employee contracts, files and letters
- Counselling Support for clients
- Qualifications:_
- Completion of high school or equivalency, some college, vocational or technical training
- Certificate/Diploma in addiction counselling
- Experience working within a Medical Administration field
- Skills and experience in working with women, men, and youth in a health or social service environment
- First Aid and /CPR Level HCP
- Clean criminal record check
- Valid driver’s license
- Professional manner, ability to ensure client confidentiality and be non-judgemental
- Ability to maintain calm and balanced demeanor when faced with challenging behaviors; ability to de-escalate and problem-solve distressing situations
- Working effectively with materials and correspondences of a highly confidential nature
- Skills in office work and computer proficiency - Keyboarding 40-60 words per minute
- Above average written and verbal communication skills, attention to detail
- Above average organization, analytical and interpersonal skills, proficient office etiquette and phone mannerisms.
- English fluency, excellent team player, punctual, reliable and professional
- Ability to function well in a fast-paced environment
- Accreditation experience is considered an asset

**Job Types**: Full-time, Part-time

Schedule:

- 8 hour shift
- Day shift
- Evening shift
- Monday to Friday
- Morning shift
- Night shift
- On call
- Overtime
- Weekend availability

Work Location: In person

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