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 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 Admin, patients/Substitute decision makers (SDMs), and the general public.
• Complete general administrative requirements in a timely manner and as requested. These admin requirements may be related to data gathering, recording of indicators, and/or other general organizational requirements.
• Participate in ensuring all Occupational Health and Safety procedures are followed, maintained and report immediately any concerns.
• Complete other administrative and operational duties as required.
• Attend HMC staff meetings/events.

Qualifications & Experience

This role requires:

• Criminal and Vulnerable Sector Registry clearance.
• Knowledge and experience with Microsoft Office 365 including Outlook, Word, & Excel.
• Knowledge and experience working in and maintaining databases.
• Experience and/or capacity to work with confidentiality as a top priority.
• Knowledge, skills, and experience related to the position which can come from completion of a undergraduate University Degree/Diploma in a related subject area (including but not limited to Health Services, Social Services, Business Administration, Health Promotion) and/or 5-10 years of lived and working experience in a related role.
• Administrative and operational coordination experience.
• Previous experience working with confidential patient files.
• Excellent communication skills.

Desirable knowledge, values, skills, & characteristics

• Efficiency & Effectiveness: The Administrative Coordinator is prompt and completes duties in a timely manner in support of organizational priorities and our commitments to members and community partners.
• Organized & Detailed: This position requires a high capacity for keeping confidential records and working with partners in complex health services across the province.
• Relationships & Collaboration: The role requires working with many different stakeholders including patients, administrators, advisors, community members, community organizations, and government officials. The work can be complex, and it requires a commitment to a nuanced and relational approach in working with our partners in service delivery.
• Problem solver & creative thinker: At times the work comes with unexpected circumstances that require innovative solutions and analytical thinking to find the best solution for the problem at hand.
• Open Communication & Transparency: As this work is often complex and detailed orientated, the role is supported by an employee who can openly share issues, opportunities, and solutions.
• Learning Mindset: As our organization operates, we learn lessons and apply the lessons in our work together. Each challenge brings new opportunities for improvements in service delivery, working together, and making the province a better place for mental health and wellness.
• Lived experience & Commitment to Mentally Healthy and Safe Workplaces is an asset: HMC prioritizes working with and supporting employees who face barriers related to mental health and wellness and/or substance use disorder. Each employee contributes to equitable, fair, and supportive working environments. As an organization committed to improving the lives of people who face barriers related to mental health and wellness, we must apply this in our work with each other.

Travel & Expenses

The Administrative Coordinator is not responsible for routine travel for this role. From time to time, it may be that the role requires travel, but this is only in special circumstances. All travel outside of the regular core working environment (to and from the office from the employee's home) is compensated as an operational expense. The employee is required to submit travel claims and expenses in an ongoing manner as needed.

HMC staff are compensated for kilometrage based on the rates outlined by the Province of Nova Scotia. It is expected that all staff only claim kilometrage related to their work.

Compensation & Benefits

This role is a permanent, 30-hour a week role, starting at $24.68/hour, pending funding.

All fulltime staff at HMC are entitled to and eligible for:

• 25 days of leave per year based on a 7-hour workday and five days per week work. It is required that five (5) days of leave from the available 25 days are reserved for the winter holiday period between December 25 and return to work in the New Year.
• Health & Benefits with a group health benefits provider, including $1000 a year in mental health coverage.
• A $500/year professional development budget.
• Sickness and personal days.

There are no additional expenses approved for this position.

Employment Equity

HMC is an equal opportunity employer. We value justice, equity, diversity, decolonial approaches, and inclusion in the workplace. We encourage and prioritize applications from racialized people, Black & African Nova Scotians, Indigenous people, 2SLGBTQIA+ people, and persons with disabilities. We encourage applicants to self-identify if they belong to an underrepresented and/or marginalized community.

HMC is guided by a workplace charter that outlines the importance of working with people with various needs and supporting people who face barriers related to disability and mental illness. HMC is committed to and continuously working toward developing inclusive, barrier-free selection processes and work environments.

If you are contacted to be considered for a job opportunity, advise the HMC representative of accommodation measures that should be taken to enable you to be assessed in a fair and equitable manner. Information relating to these measures will be addressed confidentially.

Job Type: Full-time

Pay: From $24.68 per hour

Expected hours: 30 per week

Benefits:

• Dental care
• Extended health care

Work Location: Hybrid remote in Dartmouth, NS B2Y 2N6