Job Description

Administrative Assistant

House of Friendship \xe2\x80\x93 Addiction Services:

• Rapid Access Addiction Medicine (RAAM) Clinic

• Community Withdrawal Support Services (CWSS)

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\xe2\x80\x99t it? It is!

The Rapid Access Addiction Medicine (RAAM) Clinic is a walk-in clinic for those concerned with their substance use. We strive to provide quick access to addiction medicine specialists for individuals requiring medical interventions for substance use.

Community Withdrawal Support Services (CWSS) is a short term service that offers an alternative to residential withdrawal management for individuals expecting to experience mild to moderate withdrawal symptoms. Participants in this program receive support from an addiction counsellor as they withdraw from substances in their home.

** This is a full-time, permanent, salaried (37.5 hours/week) position with paid sick time, personal days and vacation; group health benefits and defined contribution pension plan.

Schedule is Monday to Friday, 8:30am-4:30pm, with the possibility of one evening shift a week to meet program needs. **

** Valid G class driver\xe2\x80\x99s license and access to a reliable vehicle is required.

Travelling in Waterloo Region and Wellington County. **

Key Responsibilities:

\xc2\xb7 Reception; greet and support participant flow providing information and direction to program participants, visitors, callers and emailers

\xc2\xb7 Clerical and computer support to program staff

\xc2\xb7 Administrative support to program Management

\xc2\xb7 Data entry and updates using both online and internal systems

\xc2\xb7 Maintain program registration and waitlists using internal and partnership systems, including receipt of assessments in some roles

\xc2\xb7 Make calls to program participants to confirm registration in program services

\xc2\xb7 Organize and maintain electronic and paper files, in accordance with agency or program policies and professional standards

\xc2\xb7 Maintain confidentiality in compliance with Personal Health Information Protection Act (PHIPA)

\xc2\xb7 Assist with creation and distribution of program promotional materials and contact lists

\xc2\xb7 Update program paperwork and maintain adequate supply

\xc2\xb7 Monitor invoices and interoffice mail to/from the administrative office on a timely basis

\xc2\xb7 Monitor office supplies, contribute to their organization and place orders as requested

\xc2\xb7 Ensure office equipment is serviced as needed and respond to unexpected maintenance issues

\xc2\xb7 Assist with other program service activities and special events, including planning, preparation and clean up

\xc2\xb7 Participate in supervision and team, department or agency meetings and services as appropriate

Critical Skills:

\xc2\xb7 Commitment to understand and uphold the mission and values of House of Friendship is expected;

\xc2\xb7 Exemplary emotional intelligence, resilience, communication, conflict management and problem-solving skills required;

\xc2\xb7 Ability to work professionally as a team member with staff, participants and community members;

\xc2\xb7 Experience or strong interest in working with diverse populations including people from various cultural backgrounds, income levels, and sensitivity to their needs;

\xc2\xb7 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;

\xc2\xb7 Must be dependable, professional, flexible, a team player, and have a positive attitude;

\xc2\xb7 Respectful, supportive and engaging approach to persons with physical and/or cognitive disabilities, addictions, mental illness and other life challenges;

\xc2\xb7 Excellent project, timeline and deadline management skills including skills in logistics, planning and detailed record keeping.

Education/Experience:

\xc2\xb7 Minimum Grade 12 education with post-secondary certificate or diploma in office administration preferred

\xc2\xb7 1-year previous experience in office administration

Job Specific Knowledge/Skills:

\xc2\xb7 Advanced experience with MS Office products

\xc2\xb7 Ability to work independently with minimal supervision

\xc2\xb7 Knowledge of addiction issues and related community resources

\xc2\xb7 Experience working within a non-profit and/or social services environment

\xc2\xb7 Participate in training and supporting Addiction Services students, volunteers and new employees as required

Required Training/Certifications:

\xc2\xb7 Current Standard First Aid and CPR A certificate

\xc2\xb7 Applied Suicide Intervention Skills Training (ASIST)

\xc2\xb7 Non-Violent Crisis Intervention Training (NVCI)

\xc2\xb7 Catalyst information database training

Compensation:

\xc2\xb7 We value our team members above all else and know that our mission can only succeed through your work

\xc2\xb7 We value the work that you do with fair pay and benefits:

o We are a Living Wage employer as defined by the

o We use a 3.5:1 ratio meaning that the highest paid team member is not paid more than 3.5 times than the lowest paid team member

o Time off includes 3 weeks of vacation, 3 personal days and sick credits totaling approximately 12 days per year

o Full time benefit plan including Extended Health Care (EHC), Dental, Group Life, Accidental Death and Dismemberment (AD&D), Long Term Disability (LTD) and Health Care Spending Account

o We believe strongly in supporting the mental health of our team members including providing access to the Employee and Family Assistance Program, $1,000 for counselling services and our workplace Wellness and Psychological Health and Safety programs

o We help you save for the future by providing a retirement plan that includes a matched Group Pension Plan as well as a Group RRSP and a Group Tax Free Savings Account

Rate of Pay:

At House of Friendship all compensation ranges are categorized under a series of \xe2\x80\x9cgrades\xe2\x80\x9d and we base our payment structure on internal equity. When determining rate of pay, a candidate\xe2\x80\x99s past related experience will be taken into consideration along with where others with similar experience are currently on the pay grid. Note: Due to the internal composition of our pay grids, many team members with lengthy experience are between the start and mid-point of the range and therefore most new team members will be placed similarly.

Grade: 3

Min: $18.32

Mid: $20.80

Max: $23.28

Working conditions:

\xc2\xb7 37.5 hours per week, generally daytime, weekday hours, with one evening per week for some programs

\xc2\xb7 Encountering participants at program sites who may be under the influence of alcohol or other drugs, and/or experiencing symptoms of mental illness can be expected

\xc2\xb7 Encountering participants or visitors to program sites in emotionally charged situations is possible

\xc2\xb7 Frequent interruptions can be expected

\xc2\xb7 Repetitive keyboarding

\xc2\xb7 Travel within Waterloo Region and Wellington County required for some programs

If you are as passionate as we are about serving the community, let\xe2\x80\x99s talk.

To apply, please submit your resume and cover letter here:

By end of day July 21, 2023.

House of Friendship