Job Description

Career Opportunity

Position Title: Office Administrator, SHSUH

Classification: Office Administrator, Level 2

Job Type: Permanent, 1 FTE

Department: Supportive Housing and Substance Use Health

Location: Eccles

Reporting to: Director, Supportive Housing and Substance Use Health

Compensation: $27.89/hr - $33.60/hr plus a comprehensive compensation package that includes time-off



entitlements, health benefits, life insurance, and participation in the HOOPP pension plan

Deadline to apply:

March 7th , 2025 by 5:00pm

Apply to: https://swchc.bamboohr.com/careers/671

or harthub.talent@swchc.on.ca

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

About Us

We are Somerset West Community Health Centre (SWCHC), a non-profit, community-governed organization that serves over 18,000 clients annually. Established in 1978, SWCHC provides a wide range of health care services such as primary health care, health promotion, community development, mental health, and harm reduction. We are deeply connected to the communities we serve and committed to removing barriers to accessing services for people who experience vulnerabilities because of their age, income, ability, sexual orientation or gender identity, and language or culture.



SWCHC strives to ensure that our team reflects the communities we serve. We work within an anti-racist, anti-oppressive framework that acknowledges the existence and impacts of systemic racism and seeks to ensure that systems are fair and equitable for everyone.

What the HART Hub Entails

The Somerset West Community Health Centre (SWCHC) is excited to announce the launch of the 24/7 Homelessness and Addiction Recovery Treatment (HART) HUB, a transformative initiative designed to provide integrated support to people experiencing complex health and social issues related to substance use and addictions: and aims to connect people who are experiencing homelessness or are at risk of losing their housing and/or people who have mental health, to treatment and preventative services, while addressing basic needs such as food, clothing and showers.

We are seeking passionate, dedicated individuals to join our dynamic team and contribute to meaningful change in the community.



Join us at SWCHC's HART HUB and become part of a dedicated team that is making a difference by providing integrated, person-centered care that empowers individuals and fosters lasting change.

What You'll Do

The Office Administrator performs various administrative and staff support duties to ensure the efficient and effective operation of the Department. This requires a wide range of skills and knowledge of the organization's policies and procedures. The Office Administrator exercises independent judgment in resolving administrative problems and inquiries. The Office Administrator manages administrative tasks, including financial reporting, Human Resources, logistics, and operations support.

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

What We're Looking For

Your Education Path

Post-secondary school diploma or degree in office or business administration, an asset

Required Language

English essential

Life and Work Experience

Three to five years of administrative experience with progressive responsibility; preferably in a health setting

Proficiency in the use of computers and various software applications

Additional training in computer software applications and relevant administrative skills

Comfortable performing multifaceted projects in conjunction with day-to-day activities

Experience with individuals from low socio-economic, psychiatrically disabled and multi-cultural groups

Experience working with individuals from diverse cultures and backgrounds, as well as persons with experiences of oppression, social exclusion, poverty, discrimination, and in particular mental health and addictions.

What You Bring to the Table

High initiative and desire to exceed expectations

Desire for continuous improvement must be a core value

High tolerance for disruptive projects and change

Excellent verbal and written communication skills.

Strong interpersonal, organizational, communication skills and meticulous attention to detail

Works with minimal supervision in a confidential environment.

Achieve standard of excellence with work processes and outcomes (quality/compliance)

Strive for high client satisfaction, go out of the way to be helpful and pleasant, and make it as easy as possible on the client rather than the department (Client Focus)

Balance listening and talking; speak and write clearly and accurately, keep others informed (Communication)

Be helpful, respectful, approachable and team-oriented, build strong working relationships and a positive work environment (Collegiality)

Take ownership of work, do what is needed without being asked, follow through (Initiative)

Plan ahead, manage time well, be on time, be cost-conscious, think of better ways to do things (Efficiency)

Be receptive to feedback, be willing to learn, embrace continuous improvement (Coach ability)

Assure discreet handling of all HR related matters (Confidentiality)

Juggle multiple tasks and meet demanding deadlines

Adapt to changing work environment.

Your Day-to-Day at a Glance

Support to the Director, Manager and Department Staff

Assists in organizing team and department meetings by booking space, preparing relevant materials, informing staff of meetings, attending meetings, taking and distributing minutes

Provides administrative support to department staff by assisting in the development of program materials

Assists with reporting by tracking and communicating reporting deadlines to staff and compiling and editing ED monthly reports for the department

Maintains electronic filing system for the department

Maintains and updates, databases, records and other documents for the department

Assists with presentations as requested

Oversees the coordination of meetings, events, interviews, appointments or other similar activities which may include registration, travel and lodging arrangements

Provides project support by obtaining information and materials, scheduling & photocopying

Assists in the planning and coordination of special events

Assists with Centre events, e.g. Annual General Meeting, staff retreats, etc.

Serves as a liaison with other departments

Oversees the maintenance of the Emergency Preparedness Phone List

Coordinates staff development registration and logistics

Orders resource material



Operational support

Coordinates purchasing of office and program supplies and tracks budget variances. Follows up with any errors, receipt of damaged products and returns

Coordinates Stericycle biohazard pick up and follows up with Resource Productivity & Recovery Authority (RPRA) with yearly renewal and monthly payments.

Coordinates and monitors Taxi chit distribution

Supporting Helpdesk requests

Photocopier maintenance

Supporting Building Maintenance requests and following up.




Scheduling

Supporting the Team Leads, ensuring schedules adhere to ESA and SWCHC policies. They are up-to-date and are accurate to staff's time entered into their timesheets.



Financial Support

Reconciles and maintains departments Petty cash ($3000.00)

Prepares Dynacare invoices, updating OHIP#'s, liaising with Dynacare's finance officer



Prepares Finance Invoice/Receipt form for third-party reimbursements as required

Reconciles monthly corporate credit card expenses

Prepares payment of invoices for medical and program supplies

Prepares taxi chit and Drummond Gas invoices, verifying charge codes, preparing spreadsheet with totals for authorization and payment

Prepares Stericycle invoice, ensuring accuracy, coding and authorization

Prepares Vanguard Security invoice, ensuring accuracy for hours paid, coding and authorization

Tracks items kept in safe

Payroll; verifies and authorizes bi-weekly hourly timesheet entries to Dayforce, following up with staff and manager as required.



Develops and Maintains Office Systems

Maintains files and monitors office operations

Serves as a go-to for office inquiries

Effectively uses and understands software used within the Centre

Uses various software applications such as spreadsheets, presentations and word processing packages to assemble and format data and/or reports

Learns and implements new computer programs/systems and coordinates/supports team members

Liaises with IT and Corporate Services to ensure adequate equipment, training and support available to staff.



Human Resources (HR) Support to the Department

Assists with the recruiting and hiring of new staff by arranging advertising, maintaining competition folders, preparing interview information packages and coordinating interviews

Completes reference checks for managers as required

Supports Supportive Housing and Substance Use Health Manager with HR-related paperwork; step increases, performance reviews, termination checklists, hiring authorizations, payroll change forms and job descriptions

Assists with orientation for new employees to the department, including onboarding, administrative procedures & OH&S review

Instruct new employees on accessing SWCHC software systems, emails, calendars, and phone system

Leads scheduling for mandatory staff training and registration and follow-up for continuous staff development

Verifies staff entered their leave requests in Bamboo HR, following up with staff as needed

Assure discreet handling of all HR-related matters (Confidentiality).




Other

Employee engagement

Other duties deemed essential by the Director

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Ready to Apply?

Take your career to the next level! Submit a cover letter and your resume by

5:00pm on March 7th, 2025,

to: https://swchc.bamboohr.com/careers/671

or harthub.talent@swchc.on.ca

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Somerset West Community Health Centre is an equal opportunity employer who values the diversity of individuals in our programs and services.

We welcome and encourage applications from members of Indigenous, Black and racialized communities, Two-Spirit, nonbinary, LGBTQ+ people; people with disabilities; and members of other equity seeking groups. Applicants are encouraged to share accessibility needs in the application process, and every attempt will be made to accommodate them.

Due to the high volume of applicants, we can neither confirm receipt of nor respond to inquiries regarding your application. Only candidates selected for an interview will be contacted.