About this role
Position Purpose
The Administrative Assistant provides general administrative and clerical support to the organization. The role involves coordinating departmental programs/activities, organizing meetings, document processing and ensuring proper file management systems.
The position includes a range of administrative services that are performed with a customer service focus, including booking appointments and scheduling meetings, maintaining filing systems and providing information, preparing reports, data entry, conducting data analysis, tracking/processing of staffing information, and maintaining contracts.
Responsibilities
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Service
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Provide administrative support to management, programs/departments, staff and clients as required.
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Provide reception support.
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Receives, forwards and/or addresses requests for information from internal/external customers as required.
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Provide caller information about programs and referrals as required.
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As per department protocol, create client profiles/programs in Case Works data systems.
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Attend meetings, perform minute-taking, and distribute minutes to relevant persons as required.
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Ensure accurate duplication, collation and work processing for presentations, monthly reports, presentation materials and information packages.
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Word process correspondence, reports and program related materials as requested,
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Sort, record and distribute all incoming and outgoing correspondence including internal correspondence.
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Monitor the usage/supply of forms, stationery and design/request orders as necessary.
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Provide data entry support for reporting systems/programs.
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Monitor and advise Manager of requirements for office and program supplies.
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Provide administrative support for client activities such as orientation.
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Review documents/reports/information packages for accuracy and edit/organize for use / presentation.
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Prepare summary reports on program data, as required.
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Provide ongoing administrative support to relevant organizational activities/programs.
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Collaborate with supervisor to discuss job performance and establish professional goals.
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Engage in ongoing staff development and personal learning as agreed to in performance reviews.
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Other duties as assigned.
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Organizational
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Conduct job responsibilities with a commitment to harm reduction, trauma- informed, women-centred and anti-oppressive practices.
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Abide by the Occupational Health and Safety Act, and work in a manner that is safe, reporting incidents immediately to direct supervisor.
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Adhere to the policies and procedures of The Jean Tweed Centre.
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Perform other duties as assigned in order to meet the overall goals and objectives of The Jean Tweed Centre.
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Maintain a client service orientation including learning about/addressing client needs and concerns.
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Work collaboratively including respect others, sharing information, consulting and celebrating shared successes.
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Demonstrate accountability by holding self responsible and following through on commitments.
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Support inclusion and equity by respecting others, embracing diversity and addressing oppression.
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Commit to continuous learning through professional development, giving and receiving constructive feedback and applying new skills.
Requirements
Qualifications
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Post-secondary Diploma in Business Administration or Office Administration.
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Proficiency in Microsoft Office Suite, e.g. Word, Excel, PowerPoint and Publisher.
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Minimum of 2 years of work experience in an office environment.
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Ability to pay attention to details.
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Ability to handle interruptions and work pressure.
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Ability to learn new concepts, theories and procedures.
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Ability to relate to others tactfully, courteously and respectfully.
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Ability to work well in a team or group.
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Demonstrated enthusiasm in professional development and/or actively pursuing personal development opportunities.
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Good verbal and written skills.
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Excellent customer service skills.
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Working hours are Monday - Friday 12pm-5pm
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Holiday and extended working hours as needed