About the Job:

Reporting to the Manager, the Administrator will be responsible for administrative support to Peel Family Shelter program at Services and Housing In the Province (SHIP).

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

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

Duties and Responsibilities:

General

• 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

Peel Family Shelter

• 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
• Record minutes of meetings and conduct file audits
• Coordinate various meetings and staff training
• 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

Working Conditions and Physical Requirements:

• Day shifts (Monday – Friday, 8:30 Am to 4:30 Pm) with the ability to work outside these hours where required
• Able to work in a dynamic and high-paced environment.
• Able to work well under high pressure with a diverse group of clients.
• 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

About Us

Services and Housing In the Province (SHIP) is a Provincial leader in the broader public sector that builds strategic partnerships and programs that support the fundamental rights for Housing and Health Services throughout the Peel Region, Dufferin County, Region of Waterloo and surrounding areas.

Our commitment to increase quality of life through health services and housing supports that promote mental and physical health and wellness is at the forefront of every employee we hire. We value compassion, hope, inclusiveness, respect, and professionalism.

Our organization has supported the region for over 35 years and employs over 300 passionately engaged employees ranging from office administration, nurses, and service health specialists to housing specialists all dedicated to the community, clients, and families.

Accessibility

SHIP commits to ensuring that our organization is an equitable, diverse, and inclusive workplace that reflects our values as an organization and the diversity of those we serve. We are committed to providing equal opportunities to everyone and accept applicants from all backgrounds.

As an Organization, we strive 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. When contacted for a job opportunity, please advise the People & 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

We strongly encourage all staff to acquire the seasonal Influenza vaccine and COVID vaccine based on Public Health recommendations. There may be occasions, based on risk and community safety, where SHIP may mandate vaccinations as a condition of employment.

Application Instructions

Why Work For Us?

Work-Life Balance

SHIP believes a healthy work-life balance is essential for both professional success and personal well-being. We strive to create a company culture that values and supports the well-being of our employees, while also pushing innovation in our organization

Our Vision
Quality Housing, Quality Services, Quality Lives

Our Mission
To increase quality of life through health services and housing supports that promote mental and physical health and wellness

Our Culture
Leader and innovative partner in the community. Our programs welcome employees into our caring, compassionate, and innovative culture. We listen; we know what it means, and why it matters.

Our Commitment
People are at the forefront of our success. Below are just a few ways our full time permanent staff have personal and professional success:

• Competitive Salaries with Annual Performance Reviews
• Comprehensive Health Plans
• Group RRSP (5% Employer Contributions)
• 12 Paid Health & Wellness Days
• 10 Paid Vacation Days
• 3 Paid Personal/Floating Holidays
• Generous Parental and Family Leave
• Learning and Development Opportunities
• Travel Allowances
• Employee Assistance Program
• Company Culture to be Proud of
• Possibility to Create a Real Impact

35+
Years focused on Clients, Tenants, Staff and Families

4,000+
Clients and Residents served annually

17
Programs and Service offerings in Southern Ontario

300+
Dedicated, Respectful, Compassionate and Professional Employees

(Monday – Friday, 8:30 Am to 4:30 Pm)

NON-UNION | 37.5 hours per week