Administrative Assistant

Position: Administrative Assistant

Work Location: Hive Health Services

Hours/Week: 14 hours per week

Reports to: Clinic Supervisor, Hive Health Services

What We Live By:

Our Vision: A community without barriers to health and wellbeing.

Our Mission: We work with our community to promote and sustain health and wellbeing for all.

Our Values: Compassion, Social Justice, Courage, Integrity, Adaptability. 

Guelph Community Health Centre prioritizes people who face barriers to health and accessing services, and people who identify as:

• Homeless or at risk of homelessness 
• Living on low income 
• Newcomers to Canada with language barriers 
• Having moderate to severe mental health and/or addiction issues 
• Having moderate to severe disabilities 
• Indigenous First Nations, Inuit and Métis 
• Black, mixed race and racialized populations 
• Experiencing intersectional oppression 
• 2SLGBTQIA+ 
• Vulnerable children and their families experiencing conflict, isolation or attachment struggles

Summary:

The Administrative Assistant is a key member of the Hive Health Services team, supporting day-to-day operations and contributing to the smooth delivery of client care. This role works closely with clinical and administrative staff, including the Clinic Supervisor and Manager, to ensure efficient clinic operations and timely support to the team. Responsibilities span across scheduling, supplies coordination, minute-taking, training, and maintaining confidential documentation. The Administrative Assistant is expected to demonstrate discretion, professionalism, and a commitment to inclusive and trauma-informed service.

Key Responsibilities

• Coordinate scheduling of Health Care Providers (HCPs), PSS, and general clinic coverage· Book meetings and events for team, including with external partners· Attend and take accurate minutes for meetings; organize and print agendas as needed· Transcribe medical documents into work-ready formats for clinic operations· Monitor and triage Compass ticketing requests to ensure timely follow-up· Assist in onboarding and upskilling of administrative and reception staff
• Attend reception and admin team meetings, providing feedback and contributing to continuous improvement efforts
• Maintain and update reception/admin training manual to reflect current procedures
• Perform manual lab data entry as needed
• Collection of data related to new clients living with HIV for ministry reporting
• Order clinic and administrative supplies (e.g. office items, refreshments, other supplies as requested, etc.)
• Manage Outlook calendars for Manager and Supervisor where there is overlap, including ad-hoc bookings and recurring meetings, always ensuring confidentiality

Qualifications

• Proven administrative experience, preferably in a healthcare or community health setting· Ability to manage multiple priorities in a fast-paced environment· High level of confidentiality and professionalism, especially when handling calendars, client records, and clinical documents· Experience transcribing, formatting, and operationalizing medical documents an asset· Strong interpersonal skills and ability to work collaboratively· Lived or living experience aligned with the populations served is considered an asset
• Commitment to the mission, vision, and values of Guelph CHC
• Experience supporting or training staff in administrative functions is an asset
• Detail-oriented with strong accuracy in manual data entry and tracking tasks
• Competency in Microsoft Office Suite and digital scheduling platforms
• Excellent verbal and written communication skills
• Exceptional organizational and scheduling skills, including use of Outlook and PSS

We know that experience comes in many forms. If you have some of these qualities, are excited about this opportunity, and are a current employee of Guelph Community Health Centre then we want to hear from you. Please visit our website and apply using the online application tool. In your application, please include a resume and cover letter outlining how your skills, qualifications, and experience meet the position requirements.

Guelph Community Health Centre is committed to employment equity and encourages applications from all qualified candidates, including individuals from priority populations who may identify as 2SLGBTQIA+, persons with disabilities, Indigenous, First Nations, Inuit and Metis individuals, and members of Black and other racialized communities. 

We thank, in advance, those who apply, but will contact only those who qualify for interviews. 

If at any stage in the selection process you require accommodation, please let us know the nature of the required accommodation.

We require that all finalist applicants undergo a Criminal Record Check and Vulnerable Sector Screen through their local Police Services Branch prior to start date.