Administrative Assistant (RAAM)

House of Friendship•Waterloo, ON

2d•CA$22 - CA$24•Onsite

About The Position

The Rapid Access Addiction Medicine (RAAM) clinic is a walk-in clinic for those who are concerned with their substance use and seeking support. We provide low-barrier, quick access to addiction medicine providers, addiction counsellors and peer workers for individuals looking to explore or make changes to their substance use. The Administrative Assistant will be responsible for managing the flow of the clinic, scheduling appointments; playing an integral role on the team as the central point of contact for our participants, medical providers and community partners. They are responsible for the daily flow of the clinic and schedule, monitoring all communication for the clinic (phone/email/fax) and supporting with urine drug screens when needed.

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
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 with and commitment to using an anti-racism, anti-oppressive and trauma informed approach
Demonstrated ability to create and maintain a positive work environment including the ability to navigate change in a positive and productive manner
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
Experience or strong interest in working with diverse populations including people from various cultural backgrounds, income levels, and sensitivity to their needs

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