Administrative Assistant

6 days ago

Brantford, Canada Woodview Mental Health and Autism Services Full time

**Job Location**: Brantford, (Park Rd North Office)

**Job Title**: Administrative Assistant

**Position**: Permanent, 32 hours per week

**Salary Range**: Band 1, step 1- $38,654.72 (0.8 FTE, 32 hours per week)

**Reports to**: Administrative Coordinator

**Application Deadline: October 7, 2024, (Monday)**

**What Do We Do**:
Woodview Mental Health & Autism Services offers a broad spectrum of services for children, youth and their families facing mental health challenges. We work in direct partnership with children, youth and their families as well as with schools and social service agencies to ensure families are receiving the support they need, when and where they need it.

“We are committed to providing individualized, client-centered services and supports based on our values of accountability, respecting others, working together, leading, innovation and learning and our commitment to staff”.

Woodview goes above and beyond to engage individuals and families by providing high quality mental health and autism services and supports that inspires hope and strengthens lives.

**Employees Receive**:

- This role offers fully paid benefit plan and RRSP.
- A meaningful job that inspires hope and strengthens lives
- A commitment to wellness in the workplace as well as ongoing professional development and training opportunities and more.

**Position Summary**:
This position provides administrative support to the agency staff and programs to maximize the

potential for service delivery and administrative effectiveness. This includes reception, program support, database system maintenance and training as well as Information Technology support and processing referrals and intakes for their location’s programs.

**Job Responsibilities (may include but are not limited to Including scope of practice)**:
**A. Reception**- Provides a positive, welcoming environment for all clients and visitors identifying reasons for visits and facilitates access to appropriate staff and programs.- Responds to all general inquiries including answering telephone calls, booking appointments, and ensuring
- staff/volunteers/clients/visitors are greeted and directed to the appropriate resource in a friendly and courteous manner.-
- Collects and distributes incoming mail and courier packages and processes outgoing mail and courier packages.- Provides day to day assistance to staff (i.e. technology support, trouble-shooting requests,- scheduling appointments/booking rooms etc.).- General ongoing organization/upkeep of the building/office spaces including maintenance requests as needed and monitoring of cleaning and office supplies inventory. Submits supply order requests to the Office Coordinator, as required.- Communicates with employees and community partners as needed/requested.- Organizes and maintains administrative and clinical files ensuring confidentiality and security of files.- Attends committee meetings when required. Takes, transcribes and distributes minutes of meetings as well as prepares documentation for these meetings when requested.- Creates and maintains an emergency contact binder for quick access to important contacts.- Prepares supplies for community events and tracks inventory and maintenance of materials and equipment (e.g. tents, swag).- Updates calendars and building message boards with news and events.

**B. Team and Agency Support**- Responsible for processing incoming referrals to service as well as sending all necessary referrals to appropriate external service providers.- Books client appointments and communicates/follows up with clients when appointments are
- cancelled or missed.- Creates/updates client files and employee schedules in client database (EMHware).- Arranges catering for meetings and training sessions.- Support staff in the booking of meeting spaces and agency vehicles.- Organizes and executes monthly fire alarm tests and bi-annual fire evacuation drills.- Disseminates Health & Safety information such as the posting of emergency posters and guides, the updating of MSDS folders and Health & Safety policies and maintains First Aid Kits.

**C. Information Technology Support**- Troubleshoots computer, phone and any other technological issues and coordinates service requests to IT team.- Maintains inventory of surplus/back-up technology.

**D. Other**- Complies with Woodview Mental Health & Autism Services policies and procedures.- Performs other tasks as assigned by management

**Qualifications & Competencies**:
**Experience**
- College diploma or an applicable combination of education and experience in an administrative role.
- Previous experience in discretely handling confidential and/or sensitive information with knowledge of applicable data privacy law.
- Current Criminal Record Check, with vulnerable screening.

**Knowledge and Skills**
- Strong customer service and interpersonal skills
- Resourceful, flexible and ability to work independently with mínimal supervision.
- Strong knowledge

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