Administrative Assistant

House of Friendship of Kitchener; Cambridge; On-site; CAD 30,000 - 33,000; Full time

Benefits offered by this job

Paid sick time

Personal days

Vacation time

Health benefits

Pension plan

Job summary

House of Friendship in Cambridge seeks an Administrative Assistant for Addiction Services. The role is permanent, full-time (37.5 hours/week), with sick time, personal days, vacation, health benefits and a defined contribution pension plan.

Responsibilities include front-line reception, clerical support, data entry, and maintaining program documentation and confidentiality under PHIPA. Strong MS Office skills and nonprofit experience are valued.

Qualifications

• Minimum Grade 12 education required.
• Post-secondary certificate or diploma in office administration preferred.
• 1-year previous experience in office administration.
• Advanced experience with MS Office products.
• Knowledge of addiction issues and related community resources.
• Experience in a nonprofit or social services environment preferred.

Responsibilities

• Provide front-line in-person reception to program participants, visitors, and via email/phone.
• Perform clerical support to program staff.
• Provide administrative support to program leadership.
• Data entry and updates using online and internal systems.
• Maintain confidentiality per PHIPA and agency policies.
• Manage program registrations and waitlists using internal/partner systems.
• Coordinate communication with pharmacies and doctors for medication ordering.

Skills

Communication

Interpersonal skills

Data entry

Confidentiality

Problem solving

Teamwork

Independent work

Adaptability

Education

Grade 12 education

Office administration certificate/diploma

Tools

MS Office

Job description

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’t it? It is!

We are seeking a highly organized and personable Administrative Assistant to join our team in Addiction Services. Working primarily from our Cambridge Live In Treatment facility, the administrative assistant plays an integral role in creating a welcoming environment for participants and visitors while providing comprehensive administrative support to our Addiction Services programs. The successful candidate will have strong organizational abilities, effective time management skills, and proficiency with computer applications.

This is a permanent, salaried, full-time (37.5 hours per week) position with paid sick time, personal days, vacation time; group health benefits and defined contribution pension plan. Schedule is generally weekdays, with some flexibility to meet program needs.

Key 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

Job Specific Knowledge/Skills:

• Sensitivity to and knowledge of issues relating to and impacting on all genders and all marginalized populations
• Strong understanding of interpersonal skills and the ability to engage in conversations to support individuals who use substances
• Demonstrated capacity for accurate and efficient documentation and computer data entry
• Demonstrated ability to calmly problem-solve in a fast-paced, sometimes stressful environment;
• Knowledge of community resources and local addiction treatment services
• Demonstrated capacity for accurate and efficient documentation and computer data entry
• Demonstrated ability to calmly problem-solve in a fast-paced, sometimes stressful environment;
• Strong communication and listening skills
• Ability to work independently, as well as collaboratively with an interdisciplinary team
• Ability to accept and apply feedback and take initiative
• Commitment to work with and support training of students, volunteers and new employees as required

Education/Experience:

• Minimum Grade 12 education required
• Post-secondary certificate or diploma in office administration preferred
• 1-year previous experience in office administration
• Advanced experience with MS Office products
• Knowledge of addiction issues and related community resources
• Experience working within a non-profit and/or social services environment preferred

Critical Skills:

• 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 communitymembers
• Experience or strong interest in working with diverse populations including people from various cultural backgrounds, income levels, and sensitivity to their needs
• 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
• 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

Compensation:

At House of Friendship, we know that our team members are the key to the success of our organization and our ability to provide essential services to the community. In support of our mission and in alignment with our values, House of Friendship is committed to ensuring fair, market competitive, and rewarding compensation practices for all of our team members. We aspire to support our team members to create a great work environment where our team is able to thrive, succeed, and have a positive work experience.

House of Friendship compensation practices including our pay grid, have been developed using documented leading pay practices in the not-for-profit sector including Pathways to Decent Work and Ontario Living Wage Network. We value the experience that new team members bring to the organization and have a process in place to review previous related experience for placement on our pay grid.

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

• Time off includes three (3) weeks of vacation, 5* personal days (3 for the remainder of 2026) and accrual of sick hour credits (approximately 12 days per year)
• Full-time benefit plan including Extended Health Care, Dental, Group Life, Accidental Death and Dismemberment, Long Term Disability (LTD), Flexible Spending Account and Employee & Family Assistance Program (all benefit premiums paid by House of Friendship, except for LTD)
• We believe strongly in supporting the mental health of our team members, including providing access to the Employee and Family Assistance Program, $2,000 for counselling services and our workplace Wellness and Psychological Health and Safety programs
• 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 “grades” and we base our payment structure on internal equity.When determining rate of pay, a candidate’s past related experience will be taken into consideration.

Grade: 3

Min: $22.08

Mid: $22.52

Max: $23.98

Working Conditions:

• 37.5 hours per week; generally, weekdays, with flexibility to meet program needs
• Required to assess situations and make decisions under pressure with minimal supervision or while working alone
• 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.
• Travel within Waterloo Region may be required for some programs

This role is being posted to fill acurrent vacancy.

House of Friendship is open and inviting to qualified candidates with lived experience.

House of Friendship supports justice, equity, diversity, and inclusion in our workplace. We strive to be a workplace free of harassment and discrimination and we are committed to removing barriers and being an inclusive,