Administrative Coordinator

Administrative Coordinator

Location: Dartmouth, Nova Scotia

30 hours per week; permanent pending funding

Healthy Minds Cooperative (HMC)

We are a community-based, mental health charity offering free services to the public, no referral required. All our staff have first-hand, lived experience in mental health (including addiction) and our passion is to help those working on their mental health challenges by offering them a supportive and safe space to connect, grow, and learn. We offer drop-in mental health support groups, wellness workshops and events, peer navigation, and deliver the Patient’s Rights Advisory Service for involuntary psychiatric patients on behalf of the Province of Nova Scotia.

Position Overview

*This position is designated, prioritizing racialized people, Black & African Nova Scotians, Indigenous people, 2SLGBTQIA+ people, and persons with disabilities who have experienced barriers related to mental health (which can include addictions).

Reporting to the Executive Director, the Administrative Coordinator supports the day-to-day operations of HMC, a small nonprofit. Responsible for a variety of administrative functions, the Administrative Coordinator ensures that Health Minds Cooperative is well-organized and that our members receive excellent customer service.

The Administrative Coordinator also provides back-up coverage to the PRAS Administrative Coordinator. The PRAS Administrative Coordinator is the backbone support for the entire Patient Rights Advisory Service delivered by Healthy Minds Cooperative on behalf of the province of Nova Scotia.

For more information about PRAS, please visit the NovaScotia.ca Patient Rights Advisor Services page.

*Employees of the IWK and NS Health are not able to work for the Patient Rights Advisory Service.

Functions & Responsibilities for the Role

Administration:

- Responsible for filing and maintaining file systems for office/electronic documents.
- Manages donation processing (entering, letter creation and distribution).
- Maintain office equipment and supply inventory; including tracking and notifying appropriate staff when items are becoming low, broken or have gone missing.
- Responsible for internal database administration including data entry, report generation, and maintenance.
- Perform basic bookkeeping tasks including bill paying, check cutting, mailing checks, making deposits, running financial reports, assisting with annual audit, etcetera.
- Support organizational licenses for electronic apps and services (e.g., Microsoft 365 Administration).
- Support Board of Directors meetings and committee meetings, as needed.
- Serve as first point of contact for the organization.
- Perform general administrative support.
- Other duties, as needed.

Programs and Services:

- Manage and respond to incoming member/client inquiries not related to specific programs, operations or development.
- Assemble, mail and track program materials.
- Program support for events (online and in-person) and meetings (planning, implementation and wrap-up).
- Proofreader/Editor (spelling/grammar) for printed outreach.
- Registration and wrap-up (database and survey data entry) for events.

Awareness:

- Design, message writing, execution and responding to social media outreach.
- Coordinate HMC table at community events.
- Assist with scheduling and promotion of events, workshops and programs including use of apps/software like Instagram, Facebook, Canva, Eventbrite, and Squarespace.
- Assist with coordination of event logistics.
- Assist with print materials, electronic newsletters, and online promotion of programs and services.
- Coordinate website updates.
- Coordinate bulk mailings.
- Maintain organizational archives.

Coverage for the PRAS Administrative Coordinator:

- Complete reports and administrative duties in a timely manner as designated by the Operations Manager and PRAS team.
- Attend monthly virtual team meetings with the PRAS team.
- Participate in training opportunities either in-person or virtually as determined by the Operations Manager and/or Executive Director of HMC.
- Maintain the PRAS database, ensuring information collected and stored is accurate, true, and in accordance with best practices for data storage and confidentiality.
- Ensure quality control regarding notifications/submissions by PRAs.
- Manage assignment of rights request to PRAs, ensuring that services are delivered within 72 hours.
- Act as the public facing point of contact for IPTA and PRAS stakeholders.
- Provide oversight/follow-up regarding information contained in rights requests.
- Facilitate processes with PRAS stakeholders including the IPTA Office and Nova Scotia Legal Aid, including but not limited to the completion of Form 12s/Faxing to and from hospital units/hearing cancellation requests.
- Manage in collaboration with other PRAS team members any stakeholder requests and inquiries including, but not limited to, requests from NSLA, hospital facilities, IPTA A