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Administrative Support
1 hour ago
**Reporting to**: Supervisor, Resources/Kinship
**Classification**:12 Month Contract; 35 hours weekly, union
**Type of Posting**:To fill a temporary vacancy
**Salary Range**:Union Grid, Band 2, $45,864 - 54,412 per annum
**Starting Date**:As soon as possible
**Application deadline: 11:59pm, Thursday July 10, 2025. Applications will be reviewed on an ongoing basis.**
**MISSION**
Guided by Catholic values and teachings, we serve and offer bilingual (English/French) service to children, youth and families within the Hamilton community to protect their safety and well-being, strengthen families and nurture lifelong relationships.
We are currently seeking a **Unit Assistant
- Resources/Kinship**to join our team on a 12 month Contract.
The **Unit Assistant
- Resources/Kinship**will perform their duties with a high degree of personal and professional integrity, while building collaborative relationships and partnerships with all individuals based on mutual respect.
The **Unit Assistant
- Resources/Kinship**is responsible for ensuring all duties are carried out in alignment with the mission and vision of the Society, with a commitment to social justice.
JOB DUTIES
**Foster Care Licensing Support**:
- Provides comprehensive administrative support for the annual Foster Care Licensing process, including internal coordination and information exchange with Ministry staff.
**Record Checks for Kin and Resource Providers**:
- Manages daily record checks, including requesting internal and provincial checks
- Requests external disclosures from partner agencies
- Enters results and uploads related documentation into internal systems
**Application Processing (Resources/Kin/Adoption)**:
**Annual Review Coordination**:
Oversees the administrative workflow for annual reviews of resource and kin placements, including, sending out annual review packages and documents prior to the due date, preparing and sending final letters and review documents for signatures once the review is complete and receiving and uploading all signed documentation as required. Updates training records as required.
1. Performs a variety of administrative tasks supporting staff and supervisors in the assigned units including, but not limited to:
a. Prepares reports, documents, maintains current file information and filing system, data input in various Agency software systems, and general office administrative routines, such as distributing incoming mail and faxes, printing reports etc.
b. Takes minutes of meetings, prepares correspondence from dictation or other means, and prepares contracts/agreements.
c. Transcribes phone messages as case notes for workers and supervisors as required
d. Orders and maintains adequate office supplies for the Unit.
e. Assists and coordinates telephone coverage during overflow periods and responds to staff calls and where possible and/or referring callers to the appropriate staff member.
2. As directed by supervisor:
a. Opens, closes and transfers case files, ensuring that contents are current, and data is filed in the Agency system/s.
b. Creates and maintains desk manuals of duties (Standard Operating Procedures) and special assignments performed.
c. Requests and expedites documentation from doctors, dentists and schools
d. Assists in the preparation of files for affidavits, disclosures, transfers and audits.
e. Assists staff with troubleshooting issues with computers, photocopier, fax machine and/or printer problems.
f. Assists the department with new staff orientation
3. Attends unit meetings, participates in regular supervision and in the evaluation programs.
4. Contributes to problem solving and to the improvement of administrative practices of the unit and the Agency.
5. Maintains confidentiality of all files, documents and materials.
6. Provide administrative support to other units, including reception relief and coverage as required.
**QUALIFICATIONS/SKILLS**
1. College Diploma in Administration or post-secondary certificate/diploma in a business or administrative program or equivalent.
2. 3-5 years’ working in an administrative capacity, with switchboard/reception experience.
3. Preference for 2 years related or direct experience with a Child Welfare agency or not-for-profit agency providing administrative support to professionals who assist children or clients in need.
4. Knowledgeable of the Child, Youth and Family Services Act to ensure compliance with legal requirements and agency policy, procedures and standards.
6. Demonstrates a respectful, compassionate demeanor, using tact, sensitivity and diplomacy when dealing with others.
7. Demonstrated competence in problem solving and conflict resolution
8. Ability to be decisive and effective under pressure and to perform tasks efficiently and using initiative and judgment in a fast-paced environment. Seeks assistance when appropriate.
9. Excellent organizational, coordination and time management skills to determine priorities, a
