Administrative Assistant- Carling ADP

Carefor; Ottawa; On-site; CAD 39,000 - 56,000; Full time

Benefits offered by this job

HOOPP Pension

Employee and Family Assistance Program

Professional Development Opportunities

Flexible schedule

Job summary

Carefor, Eastern Ontario’s largest home care and community support services not-for-profit, seeks an Administrative Assistant to support daily operations at the centre. You will handle client needs, intake processes, scheduling, and payroll-related data entry in a collaborative team environment.

The role requires post-secondary education in Office/Business Administration or equivalent experience, strong Microsoft Office skills, and excellent interpersonal abilities.

Qualifications

• Post-secondary education in Office or Business Administration is required or considered with experience.
• Experience in a multi-level, not-for-profit organization and/or community support services is an asset.
• Experience working with volunteers is an asset.
• Proficiency with Microsoft Office suite and client database systems (CIMS) is required.
• Experience in customer service is necessary.
• Physical ability to perform duties such as standing for long periods and lifting.
• Ability to organize, prioritize and multi-task.
• Excellent interpersonal and communication skills with clients, caregivers, and staff.

Responsibilities

• Responds to the needs of clients and volunteers at the point of contact and for information or referral purposes.
• Effectively communicates with clients in a courteous and professional manner.
• Accesses and utilizes community resources where appropriate.
• Collaborates with the marketing team to promote events and programs and assists with monthly calendars.
• Organizes supplies, equipment, and resources for programs.
• Provides information and refers clients/caregivers to other resources as required.
• Initiates and completes client intake with guidance from the Centre Leader.
• Maintains client and volunteer files including schedules in the information system.
• Assists with volunteer recruitment, selection, orientation, and training.
• Answers the telephone and greets clients.
• Completes time sheet data entry for payroll as needed.
• Supports client survey distribution per schedule.
• Processes client payments, donations, and fundraised money.
• Prepares and reconciles bank deposits and deposits money as required.
• Participates in fundraising activities as needed.
• Reviews client billable services and volunteer reimbursements before sending to finance.
• Maintains petty cash.
• Complies with OH&S legislation and Carefor policies.
• Participates in health and safety training including WHMIS.
• Wears protective equipment and reports equipment issues.
• Reports health and safety violations or hazards.
• Ensures confidentiality of client and Carefor information.
• Maintains ethical conduct and avoids conflicts of interest.
• Performs other duties as assigned.

Skills

Interpersonal skills

Communication

Customer service

Multitasking

Bilingual English/French

Education

Post-secondary education in Office or Business Administration

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint, Publisher)

CIMS client database

Job description

Who We Are

Carefor is Eastern Ontario’s largest home care and community support services not-for-profit, with over 1,200 employees operating in Eastern Counties, Ottawa, and Pembroke-Renfrew County. The founding chapter of the Victorian Order of Nurses, Carefor has been helping seniors and people living with disabilities in Eastern Ontario live with choice and dignity since 1897.

For our staff, we are proud to help them be the best they can be both now and into the future. Through comprehensive onboarding and continual training, you are continuously improving your professional practice with Carefor; and with the HOOPP pension plan, great benefits and a flexible schedule, we’re looking out for you and your family. At Carefor, we know our work matters, and we’re proud of the impact we have in people’s lives.

Overview

Reporting to the Supervisor, the Administrative Assistant supports the daily operations at the Centre by providing clerical, administrative assistance to ensure the effective and efficient delivery of programs and services.

Responsibilities

• Responds to the needs of clients and volunteers at the point of contact and for information or referral purposes

• Effectively communicates and interacts with clients in a courteous and professional manner

• Accesses and utilizes community resources where appropriate

• Collaborates with the marketing team to promote events and programs and assists with the development of monthly program calendars

• Organizes supplies, equipment, and resources for the programs

• Provides information, coordinates services and/or refers clients/caregivers to other resources as required

• Initiates and completes the client intake process (including the required assessments and reassessments for specific programs) with guidance from the Centre Leader

• Maintains and updates client and volunteer files in the client information management system including schedules

• Assists with volunteer recruitment, selection, orientation, and training, and supports in-service meetings as needed

• Answers the telephone and greets clients

• Completes the time sheet data entry for payroll as needed

• Supports the client survey distribution per the established schedule

• Processes client payments, donations, and fundraised money

• Prepares and reconciles bank deposits, and deposits money at the bank as required

• Participates in fundraising activities which may occur after regular hours

• Reviews client billable services and volunteer reimbursements before sending to the central finance department

• Maintains the petty cash

• Functions and reports in compliance with the Occupational Health and Safety legislation, regulations, and Carefor policies and procedures.

• Participates in health and safety training including WHMIS and applies this knowledge in the workplace

• Wears or uses any/all protective equipment or clothing provided by Carefor and does not interfere with protective devices as to change or negate their functions

• Reports the absence of or defect in any equipment or protective device, and which may endanger self or other worker

• Reports any violations of the Health and Safety Act or the regulations, or the existence of any hazard

• Does not use or operate any equipment, machine, device, or work in a manner that may endanger self or other worker

• Ensures all workplace incidents are reported in a timely manner in accordance with legislation, and Carefor policies and procedures for workplace injuries and incidents (eg. WSIB injuries, infection control)

• Adheres to the Carefor standards for conduct and behavior and upholds Carefor's Core Values

• Ensures that confidential information relating to clients, work colleagues, suppliers and Carefor's operations is properly protected and not disclosed to third parties, unless allowed or required under relevant law or regulation

• Treats all people with respect and undertakes duties with care and diligence

• Does not use information obtained in the course of employment for personal financial gain; nor allows that information be used to obtain financial benefit for any other person or company

• Ensures all dealings with clients, suppliers and other parties are kept at arm's length to avoid the possibility of actual or perceived conflicts of interest

• Complies with all statutory and internal disclosure requirements on a timely basis and ensures to the best of ability the accuracy and comprehensiveness of the information

• Performs other duties as assigned

• Participates on committees/project work group as assigned

Qualifications

• Post-secondary education in Office or Business Administration or similar field, or an acceptable combination of education and experience may be considered

• 3 years’ experience in a multi-level, not-for-profit organization and/or community support services an asset

• Experience working with volunteers an asset

• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Publisher) and client data base systems (CIMS)

• Experience in customer service

• Physical ability to perform duties such as standing for long periods, squatting, bending, and lifting heavy objects

• Ability to organize, prioritize and multi-task

• Excellent interpersonal skills and an ability to communicate effectively with clients, caregivers, staff, health care professionals, service agencies both verbally and in writing

• Bilingualism (English/French) an asset

• Valid Class G drivers’ license and use of own vehicle

• Acceptable Vulnerable Sector Background Check

What We Offer

• Pension Plan with the Healthcare of Ontario Pension Plan (HOOPP)
• Employee and Family Assistance Program
• Professional Development Opportunities
• Leadership team who values innovation, continuous improvement, quality and service excellence while appreciating work-life boundaries
• Staff who are deeply committed to excellent client care

EDI Statement

Carefor is committed to providing an inclusive, barrier-free recruitment and selection process. Please let us know in your application if you require accommodations at any stage of the recruitment process. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.