2025-001 Administration and Systems Support

**POSITION RESPONSIBILITIES**

The position of the Administrative/Systems Support is responsible for ensuring that the agency’s service/information system is both accurate and current and ensuring readily available information for both staff and management of the agency. The position is also responsible for providing administrative support functions to staff and consultants of the agency and providing reception functions to staff and external individuals.

**MINIMUM QUALIFICATIONS**
- 2 year Community College diploma and/or certificate in Office Administration or a related discipline
- 2 years related experience
- Excellent communication, interpersonal, organizational and time management skills
- Knowledge of the needs and best practice service standards for persons with developmental disabilities
- Working knowledge of general office equipment such as fax, photocopier, scanner and phone system
- Advanced knowledge and skill of Microsoft Office Suite
- Excellent written and spoken English
- CPI, CPR and First Aid would be an asset
- Valid Ontario driver’s license and access to a reliable vehicle

**PROVIDES ADMINISTRATIVE SUPPORT BY**:

- Inputting and maintaining data in the customized computer system
- Maintaining integrity of the computer system
- Providing monthly statistic/variance reports to managers for quality assurance and raw data for Ministry reporting
- Completing and monitoring compliance of Case Plans and Individual Support Plans (ISP’s) as per agency and Ministry guidelines
- Managing the BF system on case referral and assessment, case planning, case evaluation, case terminations and ISP’s
- Monitoring/auditing compliance of process and documentation guidelines
- Preparing bi-monthly referral status reports for management perusal/action

**PROVIDES RECEPTION SUPPORT BY**:

- Answering the phone system
- Directing calls to the appropriate source
- Providing information, as appropriate, to the public
- Greeting and directing visitors to the organization
- Ensuring appropriate staff are alerted and located as quickly as possible regarding calls/situations of an urgent nature

**PROVIDES GENERAL TYPING SUPPORT BY**:

- Performing typing and formatting duties for clinical reports, letters, assigned reports or notes from staff and consultants of the agency. Also completing reports from verbal instructions, handwritten, computer generated or dicta-phone form.

**PROVIDES GENERAL CLERICAL SUPPORT BY**:

- Providing a wide variety of clerical duties, e.g. attending to agency mail, all agency filing (client related), photocopying, setting up and maintaining client casebooks, distributing stationery supplies and providing information as appropriate

**RELATED TO CORE COMPETENCIES**:

- Building Relationships - Stage 3 - Builds networks
- Problem Solving and Decision Making - Stage 3 - Solves complex challenges
- Facilitating Growth and Development - Stage 3 - Coaches others and provides advice relative to development
- Resource Management - Stage 3 - Allocate Resources
- Valuing Equity, Diversity and Inclusion (EDI) - Stage 3 - Create a sense of belonging for everyone

**RELATED TO POLICIES AND PROCEDURES**:

- Operates in accordance with applicable Legislative, Ministry and professional association requirements of the position
- Is knowledgeable about Quality Assurance Measures (QAM) guidelines as directed by the Ministry of Children, Community, and Social Services (MCCSS)
- Is knowledgeable about, ensures others are knowledgeable about and complies with the agency’s policies and procedures
- Operates, at all times, in a safe and secure manner

**HEALTH AND SAFETY**:

- Ensure Health and Safety Program requirements are followed based on the Occupational Health and Safety Act
- Ensure an awareness of safety measures for the agency, yourself and the individuals receiving services. Ensure compliance with the agency’s mandatory training requirements.

**Status**:Relief

**Hours**: As and When Required (Minimum 1 Shift Every 3 Months)

**2023 Salary**:$27.00 hourly

**Location**:Brockville, Leeds Grenville

**The foregoing Job Description reflects the general duties necessary to describe the principal functions of the job identified, and shall not be construed to be all of the work requirements that may be inherent in this classification.**

Applicants are required, in advance, to make any accommodation request known to Human Resources by contacting the department at 1-613-345-1290 extension 189 or using the Bell Relay Service. Human Resources will strive to provide reasonable and appropriate accommodation for all applicants during the recruitment and selection process, which will ensure the process is conducted in a fair and equitable manner.