Administrative Assistant

House of Friendship•Cambridge, ON

11d•CA$22 - CA$24•Onsite

About The Position

At House of Friendship, we believe in what we are doing. We get out of bed each day to make a difference in our community; to walk with and to serve. We are not happy with the status quo. We get energy from ongoing learning and growth. We lead with passion and believe without a doubt that everyone deserves to belong and thrive. We live and breathe our values of Compassion, Inclusion, Justice, Dignity and Hope. And we have fun! Sounds pretty great, doesn’t it? It is! We are seeking a highly organized and personable Administrative Assistant to join our team in Addiction Services. Working primarily from our Cambridge Live In Treatment facility, the administrative assistant plays an integral role in creating a welcoming environment for participants and visitors while providing comprehensive administrative support to our Addiction Services programs. The successful candidate will have strong organizational abilities, effective time management skills, and proficiency with computer applications.

Requirements

Minimum Grade 12 education required
1-year previous experience in office administration
Advanced experience with MS Office products
Knowledge of addiction issues and related community resources
Sensitivity to and knowledge of issues relating to and impacting on all genders and all marginalized populations
Strong understanding of interpersonal skills and the ability to engage in conversations to support individuals who use substances
Demonstrated capacity for accurate and efficient documentation and computer data entry
Demonstrated ability to calmly problem-solve in a fast-paced, sometimes stressful environment
Knowledge of community resources and local addiction treatment services
Strong communication and listening skills
Ability to work independently, as well as collaboratively with an interdisciplinary team
Ability to accept and apply feedback and take initiative
Commitment to work with and support training of students, volunteers and new employees as required
Commitment to understand and uphold the mission and values of House of Friendship is expected
Exemplary emotional intelligence, resilience, communication, conflict management and problem solving skills required
Ability to work professionally as a team member with staff, participants and community members
Experience or strong interest in working with diverse populations including people from various cultural backgrounds, income levels, and sensitivity to their needs
Experience with and commitment to using an anti-racism, anti-oppressive and trauma informed approach to consultation, program design, evaluations of processes and service delivery
Must be dependable, professional, flexible, a team player, and have a positive attitude
Respectful, supportive and engaging approach to persons with physical and/or cognitive disabilities, addictions, mental illness and other life challenges
Excellent project, timeline and deadline management skills including skills in logistics, planning and detailed record keeping

Nice To Haves

Post-secondary certificate or diploma in office administration preferred
Experience working within a non-profit and/or social services environment preferred

Responsibilities

Provide front-line in person reception to program participants, visitors as well as via email and phone
Perform clerical support to program staff
Provide administrative support to program leadership
Complete data entry and updates using both online and internal systems
Maintain confidentiality in compliance with Personal Health Information Protection Act (PHIPA)
Complete documentation and data entry in accordance with agency and legislative requirements
Maintain program registration and waitlists using internal and partner systems, including receipt of assessments
Make calls to program participants regarding program services and as needed
Organize and maintain electronic and paper files, in accordance with agency or program policies and professional standards
Liaise with pharmacies and doctors to support medication ordering and deliveries
Assist with creation and distribution of program promotional materials and contact lists
Maintain petty cash
Record invoices and interoffice mail to/from the administrative office on a timely basis
Monitor office supplies and program materials, contribute to their organization, place orders and pick up as requested
Update program documents and maintain adequate supply
Ensure office equipment is serviced as needed and respond to unexpected maintenance issues
Assist with other program service activities and special events, including planning, preparation and clean up
Participate in supervision and team, department or agency meetings and services as appropriate
Commitment to ongoing professional development and training
Participate in training and work with students, volunteers and new employees as required