Administrative Assistant

**About Community Healthcaring Kitchener-Waterloo (The Health Centre)**

The Health Centre provides a broad range of services aimed at improving the health of individuals and the wider community. Our services include medical and dental care, health promotion, illness prevention and outreach programming. Our expertise and resources are focused on working with those who experience health inequities and barriers to accessing health services. Collaborating as an interdisciplinary team, we provide services and supports that address the social determinants of health including factors and barriers such as poverty, inadequate housing, food insecurity, substance use, language and culture, as well as stigma and social exclusion.

The Health Centre works with the most complex client population served by primary health care professionals within Waterloo Region. Our highly skilled and diverse team works from a strength-based approach with individual clients as well as the broader community. We collaborate with many partner agencies and organizations within Waterloo Region. Our team consists of Family Physicians, Nurse Practitioners, Registered Nurses, Social Workers, Dietitians, Chiropodists, Pharmacists, Psychiatrists, Health Promoters, Community Health Workers, Administrative Staff and Volunteers.

We invite you to consider this opportunity to join our team and contribute to this important work.

The Health Centre is currently recruiting for the following position:
**Administrative Assistant**

**Permanent Full-Time**

**Salary: $42,315.00- $51,928.50 per annum**

**Job Summary**:
The primary focus of this position is to provide day-to
- day administrative support in support to Community Helathcaring KW Team.

As a member of the Community Healthcaring K-W administrative staff, this position is also responsible for a range of activities to ensure that the Health Centre’s facilities, equipment and related systems are properly maintained and in a manner that supports the personnel and programs of the Health Centre.

**Responsibilities**:
**1. Provide direct administrative support** to including, but not limited to:

- Recruitment, orientation and onboarding tasks and activities for staff and students
- Support staff requests for vacation, professional development, and other leave; responding to related staff inquiries, and consulting with payroll staff when
- Meeting support (agendas, minute taking, room booking, invitations to participants, room/equipment setup)
- Communications support such as updating phone messaging, disseminating program information through the website, newsletter and other promotional methods such as social
- Compiling data and other material
- Preparing reports and presentations
- Recurring and ad-hoc project work such as budget and expenditure tracking, quality improvement, chart audits, accreditation

**2. Support staff in the use of PS Suites**electronic medical records systems by:

- Acquiring and maintaining knowledge of PS Suites including updates and enhancements
- Proactively managing providers’ schedules by reviewing potential conflicts, entering time off while ensuring adequate team coverage per established protocols
- Configuring schedules for newly hired staff
- Producing basic reports using tools such as J-Reports.
- Contact clients with no activity for 3 years or more to update roster status
- Perform other tasks on PS Suites as needed including, but not limited to, merge double charts, change MRP per clinician request, roster clients to MRP.

**3.**Act as first point of contact for internal and external parties related to day-to-day facility and equipment issues, in collaboration with the Facility Coordinator**:

- Arrange for maintenance/repair and maintain records of building systems, including but not limited to building security, video surveillance, internal alert system, HVAC, water systems, elevator, and automatic doors.
- Issue keys and security devices, and program access codes for various systems as authorized by Human
- Communicate with janitorial company as required and approve supply
- Liaise with the landlord’s property management company regarding issues of concern and facilitate access when required.
- Maintain databases and user access for phone and voice mail systems and maintain general voice mail system as required.
- Program and maintain user codes for multi-function printers. Report usage statistics to vendor for billing, order supplies and arrange for maintenance/repair when
- Coordinate with Occupational Health & Safety Committee as necessary to ensure that urgent health and safety issues are addressed.
- Retrieve images or video/images from security system when requested by a
- If assigned as a Volunteer Supervisor, provide support, training, monitoring and on-going communication as needed for the volunteer to successfully fulfill their position
- Work during both regular and extended hours (evenings/weekends) and in Outreach locations within Kitchener as det