Full Time Administrative Assistant

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Published
January 19, 2023
Location
Toronto
Job Type
Competition #
1045
Ministry Unit/Dept:
Broadview Village
Salary Range:
$19.00 - $21.00 per hour
Address:
DVP & Lawrence Avenue area
Posting Expires:
January 29, 2023
Applications Accepted By:
https://broadviewvillage.ca/careers/

Description

We are currently hiring a Full-Time Administrative Assistant. This position reports to the Director of Community Programs and is currently assigned to work at Toronto, Ontario (DVP & Lawrence Avenue) area. This is a full-time position that works 40 hours per week, currently scheduled Monday to Friday, flexible to meet program needs.

The Administrative Assistant will facilitate and coordinate meetings, take minutes, support the tracking and collection of pertinent information as it relates to Quality Assurance Measures, Key Performance Indicators and other required statistical data, prepare service agreements, invoices, and perform general office duties such as filing, typing, faxing, editing, managing in/out mail etc.

The Administrative Assistant will liaise with programs, as directed, on behalf of the Program Director and work collaboratively with The Salvation Army Broadview Village management team and all staff, where needed.

KEY RESPONSIBILITIES:

Administrative Support and Reporting:

  • Manage day to day calendaring for the programs/Director
  • Respond to staff regarding general inquiries
  • Draft emails, memos and other communications related to Programs/individuals we support on behalf of the Director
  • Type, edit, file, fax, and manage incoming/outgoing mail
  • Prepare invoices and service agreements
  • Coordinate meeting logistics (booking rooms, sending out invites, typing and preparing/circulating agendas/minutes)
  • Assist with special projects as directed by the Director
  • Communicate and exchange information with stakeholders, members of the management team, program teams, caregivers, Sr. Leadership, the people we support on behalf of the Program Director
  • Collaborate with other departments (Operations, Employee Relations/Finance) on projects, meeting accreditation/QAM/and Funding standards as applicable
  • Participate in task groups as assigned
  • Assist Executive Assistant in coordinating & planning agency functions as assigned (General Staff Meetings, Family Meetings)
  • support the tracking and collection of pertinent information (i.e. incident reports, fee for service funding/invoices, behaviour support plans, ISPs, PEACs, etc.) as it relates to Quality Assurance Measures, Key Performance Indicators and other information required

General Office Support:

  • Back up receptionist when needed
  • set up on-line meetings, teleconferences, and assist with smartboards, photocopiers, computers
  • Partner with Executive Assistant to provide admin support to agency as needed
  • Assist Receptionist in tracking and keeping an inventory of office supplies as required
  • Provide admin onboarding support to new management staff
  • Order TTC tokens, Walmart cards as needed

WORKING CONDITIONS:

  • May be asked to carry a cell phone and may be expected to respond to calls as needed
  • Usually works in administrative offices but will be expected to travel occasionally between sites
  • Work Schedule would normally fall within regular business hours but may be asked to support special events and special projects. Flexibility is required.
  • Programs support individuals that may exhibit behavioural issues. Will be required to be trained and certified in NVCI (non-violent crisis intervention and prevention) and First Aid.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

  • Diploma/Certificate in Office Administration or Business Administration is strongly preferred
  • A combination of equivalent experience and education may be considered

EXPERIENCE AND KNOWLEDGE:

  • Minimum 2-3 years required experience

SKILLS AND CAPABILITIES:

  • Computing skills including MS Office (Access, Excel, Word, etc.), internet research, email and database management
  • QuickBooks, networks and SharePoint
  • Excellent written and verbal communication skills in English
  • The ability to maintain the confidentiality of highly sensitive information is mandatory
  • Demonstrated commitment and ability to treat others with respect, dignity and tact, as well as the ability to care for people with differing abilities
  • Demonstrated commitment to continuing professional development
  • Demonstrates relevant understanding of, and compliance with, legislative knowledge of the Employment Standards Act, Human Rights Act, collective agreement and other applicable legislation as required
  • Must have excellent interpersonal communication skills and a collaborative team approach to create a working climate that is positive and mutually supportive
  • Demonstrated ability to be flexible and adapt to a fast-changing environment
  • Supports the Vision, Mission and Values of The Salvation Army Broadview Village
  • Fluency in French is considered an asset
  • Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check with vulnerable sector screening
  • Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities

 


In support of our commitment to a healthy and safe workplace and community, The Salvation Army (TSA) has a vaccination requirement for all new employees within the Province of Ontario, Social Services sector.  The successful candidate will be made an offer of employment on the condition of being fully vaccinated against COVID-19 and will be required to provide proof of full vaccination, prior to their employment start date. The requirement to be fully vaccinated is subject to provincial human rights legislation. If the candidate is unable to vaccinate for a reason protected by the Human Rights Code, a request for accommodation can be submitted and written proof satisfactory to TSA will be required.

 

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process.  If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

You must advise your managing supervisor of your intentions prior to submitting your application.

 

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