Administrative Assistant

Coast Mental Health•Lower Salford Township, PA

3d•CA$25 - CA$30•Hybrid

About The Position

The Administrative Assistant position provides comprehensive administrative support to the Quality and Privacy Manager, including meeting coordination, documentation management, and communication facilitation. Supports the development, documentation, and organization of procedures, ensuring information is accurate, clear, and up to date.

Requirements

Completion of a post-secondary degree or diploma in Business Management, or a related field, or an equivalent combination of education and demonstrated administrative experience
Strong administrative skills demonstrated through previous work, or practicum.
Excellent organizational skills and attention to detail.
Clear written and verbal communication skills.
Ability to handle confidential and sensitive information with professionalism and discretion.
Proficient in Microsoft 365 applications, including Outlook, Word, Excel, Copilot, Planner and other Microsoft Office tools
Ability to clear a Criminal Record Check, including Vulnerable Sector screening.

Nice To Haves

Experience in a unionized healthcare or community services environment is an asset.
Familiarity with collective agreements is an asset.
Working knowledge of an HRIS and/or Learning Management System (LMS) is an asset.

Responsibilities

Enhance efficiency in meeting coordination, documentation management, and information management. Support the Manager of Quality & Privacy in maintaining effective quality systems and structures for Accreditation Canada and other quality-related projects.
Schedule and attend committee meetings, prepare agendas and materials as required, and accurately capture meeting minutes, decisions, and action items.
Support, review, and assist in the development and maintenance of Standard Operating Procedures (SOPs) and other processes, ensuring clarity, consistency, and alignment with best practices.
Coordinate and manage client record disclosure and access requests, including reviewing records for completeness, identifying and redacting personal and third-party information in accordance with privacy legislation, organizational policies, and legal requirements, and preparing records for release to authorized parties.
Administer the client complaint management process from intake through resolution, including logging and organizing complaints, conducting or supporting investigations, documenting findings, coordinating follow-up actions with operational teams, and ensuring timely resolution and communication.
Enter and maintain information in trackers and databases, organize electronic and physical files, and assist accreditation committees with tracking project timelines, deliverables, and required documentation.
Collaborate with the Manager of Quality & Privacy and Accreditation committee members to support the achievement of accreditation standards and conduct quality checks on documentation to ensure accuracy, completeness, and consistency.
Provide comprehensive administrative support, including composing correspondence, maintaining records, preparing reports and documentation, and managing schedules.
Provide input into accreditation planning, policies, procedures, quality initiatives, and standards, as required.
Maintain a high level of confidentiality and exercise sound judgment when handling sensitive client, complaint, privacy, and organizational information.
Demonstrate strong interpersonal, written communication, organizational, analytical, and problem-solving skills, with proficiency in office software and database applications.
Demonstrate strong business writing skills and the ability to prioritize competing demands, use initiative, meet deadlines, and organize work effectively.
Perform other related duties as assigned.