Administrative Assistant

Job Location: Brantford
Program: All Brantford programs
Job Type:  Full-time, 1-year Contract (Salary $44,895)
Number of Positions: 1
Start Date: August 2022
Application Deadline: Until Filled
Reports To: Program Coordinator

What We Do

Woodview Mental Health & Autism Services offers a broad spectrum of services for children, youth and their families facing mental health challenges.  We work in direct partnership with children, youth and their families as well as with schools and social service agencies to ensure families are receiving the support they need, when and where they need it.

“We are committed to providing individualized, client-centred services and supports based on our values of accountability, respecting others, working together, leading, innovation and learning and our commitment to staff”.

Woodview goes above and beyond to engage individuals and families by providing high quality mental health and autism services and supports that inspires hope and strengthens lives.

Working at Woodview

In 2018, 2019, and 2020, Woodview won the Canadian Non-profit Employer of Choice award with an overall assessment score of 85% (industry benchmark: 68%) demonstrating a high level of staff engagement, satisfaction and an overall positive workplace culture.  Top rated categories at Woodview included:  Personal Enjoyment, Reputation, Leadership, Employee Engagement and Management/Employee Relations.

“I am proud to be working here” – 97% of staff surveyed strongly/moderately agree

“My organization encourages fun and enjoyment” – 94% of staff surveyed strongly/moderately agree

“Woodview encourages a supportive team culture” – 96% of staff surveyed strongly/moderately agree

Employees Receive
  • A meaningful job that inspires hope and strengthens lives
  • A positive culture and supportive environment that offers flexibility
  • A commitment to wellness in the workplace as well as ongoing professional development and training opportunities
Job Responsibilities (may include but are not limited to):
  • General administrative responsibilities including photocopying/scanning documents, sending/receiving facsimile messages
  • Manages scheduling meeting spaces and agency vehicles
  • Responsible for processing all incoming referrals to service as well as sending all necessary referrals to appropriate service providers
  • Ensures client database is up to date with necessary set up, data entry and auditing and worker schedules
  • Maintains strong communication with referral sources (i.e., service providers) to ensure referrals are processed effectively and updated accordingly
  • Communicates with clients and their families to book, confirm and make changes to appointment times
  • Responds to all general inquiries including answering telephone calls, booking appointments and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly and courteous manner
  • Files/maintains a variety of electronic and hard copy documents, including client database and supplier/contractor files
  • Attend committee meetings; take, transcribe and distribute minutes of meetings
  • Arranges catering for meetings, often picking up lunches and other supplies for meetings and training sessions
  • Liaises with Woodview IT consultants; generates electronic work order requests for IT issues that need to be resolved
  • Troubleshoots computer, phone system and conference phone system problems and coordinates service requests
  • Disseminates Health & Safety information such as the posting of emergency posters and guides, the updating of MSDS folders and Health & Safety policies and the maintenance of First Aid Kits.
  • Incumbent must be aware of, and work in accordance with the rules and regulations set out by Workplace Hazardous Materials Information System and AODA.
  • Incumbent must remain committed to the continued objective of reducing risk of injury and occupational illness in the work place.
Qualifications:
  • Minimum of 3 years of direct work experience in an administrative assistant capacity
  • College diploma in Business Administration or an applicable combination of education and progressively responsible experience
  • Strong customer service orientation and interpersonal skills
  • Ability to work in a fast-paced environment with excellent time management and multitasking skills and the ability to prioritize tasks with minimal supervision
  • Ability to work independently and as part of a team, with flexible hours, including weekends and evenings
  • Previous experience in discretely handling confidential or sensitive information; knowledge of applicable data privacy laws
  • Strong knowledge of general office procedures, including filing systems and basic databases.
  • Proficiency in Microsoft Office Suite programs including word processing, spreadsheets, e-mail and presentation software. Experience with scheduling software/client databases is considered an asset
  • Previous Health & Safety experience an asset
  • Current Police Check, including vulnerable screening
How To Apply

Qualified candidates are asked to send their resume to Lindsay Craig at  careers@woodview.ca (including the job title “Administrative Assistant” in the subject line).

We thank all candidates but only those selected for an interview will be contacted.

Woodview welcomes applications from all qualified individuals, including individuals within employment equity categories of women, persons with disabilities, members of visible minorities and aboriginal persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code. Woodview is committed to employment equity and diversity and a positive and supportive environment.