Administrative Assistant

HealthCaringKW; Kitchener; On-site; CAD 42,000 - 52,000; Full time

Job summary

A leading community health center in Kitchener is seeking a full-time Administrative Assistant. The role involves comprehensive administrative support, managing scheduling, and facilitating communication within the healthcare team. Ideal candidates will have strong organizational skills and a commitment to improving health outcomes in the community.

Benefits

3 week vacation to start; 4 weeks after 1 year

Comprehensive Health Benefits

Paid Public Holidays & Sick Leave

Defined Benefit Pension Plan (HOOPP)

Qualifications

• Five years of experience providing administrative support.
• Experience with electronic medical records systems.
• Ability to work collaboratively within a diverse team.

Responsibilities

• Provide direct administrative support including recruitment and onboarding tasks.
• Support staff with scheduling and data management on PS Suites.
• Act as first point of contact for facility and equipment issues.

Skills

Organization

Time management

Problem-solving

Interpersonal Skills

Initiative

Education

Post-secondary education in an administrative field

Tools

Microsoft Office

Job description

About Community Healthcaring Kitchener-Waterloo (The Health Centre)

The Health Centre provides a broad range of services aimed at improving the health of individuals and the wider community. Our services include medical and dental care, health promotion, illness prevention and outreach programming. Our expertise and resources are focused on working with those who experience health inequities and barriers to accessing health services. Collaborating as an interdisciplinary team, we provide services and supports that address the social determinants of health including factors and barriers such as poverty, inadequate housing, food insecurity, substance use, language and culture, as well as stigma and social exclusion.

The Health Centre works with the most complex client population served by primary health care professionals within Waterloo Region. Our highly skilled and diverse team works from a strength-based approach with individual clients as well as the broader community. We collaborate with many partner agencies and organizations within Waterloo Region. Our team consists of Family Physicians, Nurse Practitioners, Registered Nurses, Social Workers, Dietitians, Chiropodists, Pharmacists, Psychiatrists, Health Promoters, Community Health Workers, Administrative Staff and Volunteers.

We invite you to consider this opportunity to join our team and contribute to this important work.

The Health Centre is currently recruiting for the following position:

Administrative Assistant

Permanent Full-Time

Salary: $42,315.00- $51,928.50 per annum

Job Summary:

The primary focus of this position is to provide day-to- day administrative support in support to Community Helathcaring KW Team.

As a member of the Community Healthcaring K-W administrative staff, this position is also responsible for a range of activities to ensure that the Health Centre’s facilities, equipment and related systems are properly maintained and in a manner that supports the personnel and programs of the Health Centre.

Responsibilities:

1. Provide direct administrative support to including, but not limited to:

1. 1. Recruitment, orientation and onboarding tasks and activities for staff and students
   2. Support staff requests for vacation, professional development, and other leave; responding to related staff inquiries, and consulting with payroll staff when
   3. Meeting support (agendas, minute taking, room booking, invitations to participants, room/equipment setup)
   4. Communications support such as updating phone messaging, disseminating program information through the website, newsletter and other promotional methods such as social
   5. Compiling data and other material
   6. Preparing reports and presentations
   7. Recurring and ad-hoc project work such as budget and expenditure tracking, quality improvement, chart audits, accreditation

2. Support staff in the use of PS Suiteselectronic medical records systems by:

1. 1. Acquiring and maintaining knowledge of PS Suites including updates and enhancements
   2. Proactively managing providers’ schedules by reviewing potential conflicts, entering time off while ensuring adequate team coverage per established protocols
   3. Configuring schedules for newly hired staff
   4. Producing basic reports using tools such as J-Reports.
   5. Contact clients with no activity for 3 years or more to update roster status
   6. Perform other tasks on PS Suites as needed including, but not limited to, merge double charts, change MRP per clinician request, roster clients to MRP.

3. Act as first point of contact for internal and external parties related to day-to-day facility and equipment issues, in collaboration with the Facility Coordinator:

1. 1. Arrange for maintenance/repair and maintain records of building systems, including but not limited to building security, video surveillance, internal alert system, HVAC, water systems, elevator, and automatic doors.
   2. Issue keys and security devices, and program access codes for various systems as authorized by Human
   3. Communicate with janitorial company as required and approve supply
   4. Liaise with the landlord’s property management company regarding issues of concern and facilitate access when required.
   5. Maintain databases and user access for phone and voice mail systems and maintain general voice mail system as required.
   6. Program and maintain user codes for multi-function printers. Report usage statistics to vendor for billing, order supplies and arrange for maintenance/repair when
   7. Coordinate with Occupational Health & Safety Committee as necessary to ensure that urgent health and safety issues are addressed.
   8. Retrieve images or video/images from security system when requested by a

1. If assigned as a Volunteer Supervisor, provide support, training, monitoring and on-going communication as needed for the volunteer to successfully fulfill their position
2. Work during both regular and extended hours (evenings/weekends) and in Outreach locations within Kitchener as determined by the Health Centre. A minimum of one evening per week will be required.
3. Participate in team and staff meetings and other meetings and committee work as appropriate to support both service delivery and organizational goals.
4. Work from a Social Determinants of Health perspective to improve health outcomes for individual clients and/or for the development of community health and well-being, and to reduce health inequities.
5. Work individually and collaboratively in the development and implementation of quality improvement initiatives and activities.
6. Work in a manner that preserves privacy and confidentiality.
7. Work in a manner that ensures client safety and minimizes risk to clients, volunteers and the Health Centre.
8. Work in a manner consistent with the Health Centre’s Vision, Mission and Values.
9. Work in a manner consistent with the Health Centre’s policy and commitment to Diversity, Equity and Inclusion in all processes and practices.
10. Work in a manner that demonstrates self-reflection and personal accountability for work performance.
11. Contribute to the Health Centre’s practices of hiring, orienting and training of staff.
12. Collect, analyze and report on data and relevant information as required.
13. Participate in research as determined by the Health Centre.
14. Adhere to all Health Centre policies.
15. Adhere to appropriate infection control practices including those related to Covid -19.
16. Perform any other duties as assigned by your supervisor.

Accountability

This position reports to: Facilities Coordinator Lead

Qualifications

1. Post-secondary education in an administrative field
2. Five years of experience providing administrative support, preferably in a health or social service environment
3. Experience developing and maintaining administrative procedures and systems
4. Experience with electronic medical records systems, including scheduling
5. Experience managing building facilities and equipment
6. Excellent organizational and time-management skills
7. Good judgment and strong problem-solving abilities
8. Excellent interpersonal skills as necessary to interact and engage positively and effectively with individuals and groups
9. Ability to take initiative and to work independently
10. Ability to work collaboratively within a diverse team environment
11. Ability to maintain strict confidentiality and act with discretion
12. High level of proficiency with Microsoft Office applications

Experience with electronic health records and other databases is an asset

1. Ability to communicate effectively in English, both written and verbally
2. Experience working effectively with culturally and economically diverse populations
3. Experience with social media and website support is an asset
4. Ability to maintain strict confidentiality.
5. Experience working sensitively with culturally and economically diverse populations.
6. Ability to obtain a Police Vulnerable Sector Check satisfactory to the Health Centre.
7. 2-Factor Authentication for Outlook is App based (Microsoft Authenticator Application) and used to ensure the security of our online accounts. 2-FA requires the use of a personal mobile device with a recent operating system.

Benefit package

3 week vacation to start; 4 weeks after 1 year

Comprehensive Health Benefits

Paid Public Holidays & Sick Leave

Defined Benefit Pension Plan (HOOPP)

Hours:

9:00am – 5:00pm Monday, Tuesday, Thursday

9:00am – 5:00pm or 12:00pm to 8:00pm Wednesday

8:00am – 4:00pm Friday

Job Types: Full-time, Permanent

Application Deadline: June 18th, 2025

The Health Centre values the diversity of its staff and welcomes applications from people of all races, ethnicity, religions, culture, sexual orientation, gender identity and those with disabilities.

Individuals with a disability requiring accommodation during the application and/or the interview process should advise the recruitment contact noted above so that suitable arrangements can be made.

Personal information submitted will only be used for the purposes of this recruitment process.

We appreciate all expressions of interest; however, only those selected for an interview will be contacted.