About the Job:

Reporting to the Manager, Director or Executive the Administrator will be responsible for administrative support to various programs at Services and Housing In the Province (SHIP).

They are responsible for supporting the administration of client files, correspondence with external partners, recording staff attendance, conduct audits and expense submissions. They provide backup reception coverage to the main entrance and work closely on new projects in the programs as required.

The individual ensures that strategic goals established are translated into practical action and that relationships are maximized between clients, employees, and community partners.

Duties and Responsibilities:

• Provide reception coverage to the program which includes triaging calls and coordinating communication between the team and clients
• Organize and prepare agendas, pre-meeting materials for various committee and ad hoc meetings
• Attend required meetings and prepare concise and accurate minutes
• Organize, maintain and store confidential documents (setting up binders, files, client charts etc)
• Prepare month end documents, staff absence and expense forms and submit to Managers, Directors or Executives for review and signature
• Provide daily administrative support such as filing, photocopying, and ordering office supplies
• Prepare complex documents, forms, letters, memos, presentations and reports using a variety of software programs
• Provide support to all SHIP programs as needed
• Support and facilitate IPAC requirements for team and program at various locations
• Demonstrate a strong commitment to quality care and service delivery based on SHIP’s Vision, Mission and Values
• Adhere to agency Health & Safety Program and the Client Safety Framework in the promotion of client safety
• Perform additional duties as required/delegated
• Invoice preparation and reconciliation
• Inform and consult with staff regarding the proper maintenance of client charts/files
• Conduct service training for staff regarding charting requirements
• Prepare reports and statistics and participate in research and quality management activities
• Understand and be able to integrate a philosophy of client-centered care into daily responsibilities
• Prepare the monthly rotation schedule and assist with creating or amending weekly assignments
• Understanding and support of crisis intervention in a time focused environment
• Communicate with first responders (Police, ambulance and fire department) when required
• Forward and follow up on internal residential maintenance requests

Qualifications:

• Bachelor’s Degree or Diploma in Business Administration, Social Services, or equivalent
• 1+ years’ experience with Administrative Support
• Previous experience supporting senior and executive management is an asset
• Excellent verbal/written communication and interpersonal skills
• Strong analytical and organizational skills
• Demonstrated ability to work without direct supervision in a team environment
• Proficient in MS Suite (Word, Excel, Power Point and Outlook)
• A vehicle, valid driver’s license, and adequate insurance coverage
• Valid certification in First Aid & CPR and Mental Health First Aid
• Training in ASIST and CPI

Reporting Function:

The Administrator reports directly to the Manager, Director or Executive. They work with both internal and external staff/clients/partners and interact with all levels within the organization. They will have no supervisory responsibilities.

They are a support system, resource, and an advocator for the team and organization.

Working Conditions and Physical Requirements:

• Day shifts (Monday – Friday) with the ability to work outside these hours where required
• New Position
• Able to work well with internal and external clients
• Able to drive, walk (site locations) regularly
• Able to sit for prolonged periods of time
• Able to answer and communicate telephone calls and general computer use
• Computer screen use (multiple screens if applicable) for prolonged periods of time
• Able to lift up to 20lbs (product, documents, etc.)
• Travel by vehicle to community sites for client support as required

Ship Values:

• Compassion, Hope, Inclusive, Respect, Professional

“SHIP strives to be equitable and inclusive in all that we do. Equity is a core value, and we are committed to providing an inclusive selection process. We encourage applicants from equity deserving communities including women, Black, Indigenous, other racialized groups, 2SLGBTQ+ persons, individuals with disabilities and others who will contribute to and enrich the organization and its values. We are committed to inclusive, barrier-free recruitment, selection processes, and work environments. Please advise the People and Culture Department of any accommodations needed in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code to ensure you have access to a fair and equitable process”.

Please note that we use automated screening tools as part of our recruitment process and are reviewed to support fair and equitable hiring practices

Monday to Friday 8:30am -4:30 pm
NON-UNION | 37.5 hours per week