I Have A Chance Support Services Ltd.

Administrative Assistant

Job type: Full-time

Compensation: $53,000

Shift & Schedule

Monday – Thursday 8:00 am – 4:00 pm

Friday 8:00 am – 2:30 pm

Location: 990 Boulder Blvd, Stony Plain

ABOUT US

Join our distinguished team at I Have a Chance Support Services Ltd. (IHACSS) and play a pivotal role in enhancing the lives of individuals in our care. We are dedicated to empowering individuals in our care facing mental illness and disabilities.

IHACSS is an accredited community-based organization that provides supported living to individuals with disabilities and complex needs. We strive to support and encourage people en-route to independence:

• to enhance their abilities and facilitate personal growth
• to achieve a sense of pride and accomplishment, and
• to enhance well-being and quality of life.

By listening, respecting, believing, and empowering, we can help individuals to achieve their goals anddreams. One step at a time.

Role Overview

The Administrative Assistant provides efficient administrative, clerical, and communication support to ensure smooth daily office operations while maintaining a professional, welcoming, and positive work environment. The role also supports internal and external communications, assists clinical professionals with scheduling client appointments, and ensures timely handling of organizational correspondence.

Reception, Mail & Clerical Support

• Receive, open, sort, and distribute incoming mail and couriers; prepare outgoing mail as required.
• Manage incoming and outgoing telephone calls and greet visitors in a professional manner.
• Prepare, file, scan, and distribute correspondence, records, minutes, forms, and reports.
• Maintain office schedules, appointments, filing systems, equipment, and supplies.
• Record, prepare, and distribute minutes for Strategic Planning Committee meetings.
• Ensure confidential records are handled, stored, and disposed of in compliance with privacy legislation.

Clinical Scheduling & Administrative Support

• Assist the Clinical Social Worker and Psychiatric Nurse with scheduling client appointments, follow-ups, and assessments.
• Coordinate appointment calendars to minimize conflicts and ensure efficient use of clinical resources.
• Communicate appointment confirmations, changes, or cancellations to clients and clinical staff in a timely and professional manner.
• Maintain accurate scheduling records while ensuring confidentiality and privacy standards are upheld.

Communications & Engagement

• Manage and update IHACSS social media platforms in alignment with organizational branding and communication guidelines.
• Draft, update, and distribute the company newsletter, ensuring accurate, timely, and professional content.
• Coordinate with leadership and departments to gather content for internal and external communications.
• Monitor communication channels and route inquiries appropriately.

Organizational Culture, Safety & Compliance

• Promote a respectful, inclusive, and collaborative work environment.
• Comply with IHACSS policies, health and safety standards, and applicable legislation.
• Promptly report concerns related to abuse, discrimination, harassment, or workplace violence.

Additional Responsibilities

• Perform other duties as assigned.

Working Conditions

• Work is primarily performed in an office and reception environment with frequent interaction with staff, clients, and visitors.
• Requires prolonged periods of sitting, computer use, and telephone communication.
• Frequent interruptions and the need to manage multiple priorities in a fast-paced setting.
• May involve handling sensitive or confidential information requiring a high level of discretion and professionalism.
• Occasional exposure to emotionally sensitive situations when interacting with clients in a human services or clinical environment.
• May be required to work additional hours to meet operational needs or deadlines.
• May be temporarily reassigned to other organizational locations as required.
• Minimal physical demands; occasional lifting of light office materials (e.g., files, supplies).
• Adherence to workplace health and safety policies, including infection prevention and control measures.

Qualifications

Education

• High school diploma (required)
• Post-secondary education in Office or Business Administration (preferred)

Experience

• Minimum 2 years in an administrative or reception role
• Experience in healthcare, social services, or clinical scheduling is an asset
• Experience with newsletters or social media management is an asset

Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Strong communication and interpersonal skills
• Excellent organizational and multitasking abilities
• Ability to handle confidential information with discretion
• Ability to work independently and collaboratively

IHACSS is an equal opportunity employer committed to fostering an inclusive and diverse workplace. We welcome applications from all qualified individuals, regardless of race, gender, disability, or background***.***

Compensation and Benefits

• $53,000
• Paid Time Off
• Vacation Pay
• employer paid benefits including dental and drug coverage
• Health Care Spending Account
• Access to Family Assistance Program
• Paid in-house training
• Regular employee recognition events
• On site parking