Administrative Assistant (RAAM)

House of Friendship of Kitchener; Kitchener; Hybrid; CAD 30,000 - 33,000; Part time

Benefits offered by this job

Vacation pay

Personal days

Employee Assistance Program

Retirement plan

Job summary

House of Friendship is seeking an Administrative Assistant to manage the Rapid Access Addiction Medicine clinic flow, schedule appointments, and serve as the central contact for participants, providers, and partners. The role emphasizes front-line reception, data entry, file maintenance, and confidentiality under PHIPA while supporting program leadership.

Ideal candidates bring Grade 12, a post-secondary office credential, strong MS Office skills, and a compassionate approach to diverse

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 working within a non-profit and/or social services environment preferred.

Responsibilities

• Provide front-line 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 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.

Skills

Diversity awareness

Interpersonal skills

Data entry

Problem-solving

Community resources

Communication

Team collaboration

Take initiative

Anti-racism approach

Education

Grade 12 education

Office administration diploma

1 year office experience

MS Office proficiency

Addiction knowledge

Non-profit experience

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!

The Rapid Access Addiction Medicine (RAAM) clinic is a walk-in clinic for those who are concerned with their substance use and seeking support. We provide low-barrier, quick access to addiction medicine providers, addiction counsellors and peer workers for individuals looking to explore or make changes to their substance use. The Administrative Assistant will be responsible for managing the flow of the clinic, scheduling appointments; playing an integral role on the team as the central point of contact for our participants, medical providers and community partners. They are responsible for the daily flow of the clinic and schedule, monitoring all communication for the clinic (phone/email/fax) and supporting with urine drug screens when needed.

This is a permanent, part-time position with paid personal days and vacation pay. Schedule is Sunday (10:00am to 3:00pm) and Monday (8:30am-4:30pm). Option to pick up additional shifts throughout the week as needed and as available. Successful completion of a Police Records Check (Vulnerable Sector) required pre-employment.

Key Responsibilities:

• Provide front-line in person receptionto program participants, visitors as well as via email and phone
• Performclericalsupportto 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 entryin accordance with agency and legislative requirements
• Maintain program registration and waitlists using internalandpartner systems, including receipt of assessments
• Make calls to program participantsregardingprogram services and as needed
• Organize andmaintainelectronic and paper files,in accordance with agency or program policies and professional standards
• Liaisewith pharmacies and doctors to support medication ordering and deliveries
• Assistwith creation and distribution of program promotional materials and contact lists
• Maintain petty cash
• Record invoices and interoffice mail to/from the administrative office ona timelybasis
• Monitor office supplies and program materials, contribute to their organization, placeordersand pick up as requested
• Update program documents andmaintainadequate supply
• Ensure office equipment is serviced as needed and respond to unexpected maintenance issues
• Assistwith other program service activities andspecial 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 andwork withstudents,volunteers and new employees asrequired

Job Specific Knowledge/Skills:

• Sensitivity to and knowledge of issues relating to andimpactingon all gendersand all marginalized populations
• Strong understanding of interpersonal skills and the ability to engage in conversations to support individuals who use substances
• Demonstrated capacity foraccurateand efficient documentation and computer data entry
• Demonstrated ability to calmly problem-solve in a fast-paced, sometimes stressful environment;
• Knowledge of community resources andlocaladdiction treatment services
• Demonstrated capacity foraccurateand efficient documentation and computer data entry
• Demonstrated ability to calmly problem-solve in a fast-paced, sometimes stressful environment;
• Strongcommunicationand listeningskills
• Ability to work independently, as well as collaborativelywith 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 asrequired

Education/Experience:

• MinimumGrade 12 educationrequired
• Post-secondary certificate or diploma in office administration preferred
• 1 yearpreviousexperience 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 environmentpreferred

Critical Skills:

• Commitment to understand and uphold the mission and values of House of Friendship is expected
• Exemplary emotional intelligence, resilience, communication, conflict management andproblem solvingskillsrequired
• Ability to work professionally as a team member with staff,participantsand 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
• Demonstrated ability to create andmaintaina positive work environment including the ability to navigate change in a positive and productive manner
• Must be dependable, professional, flexible, a team player, and have a positive attitude
• Respectful,supportiveand engaging approach to persons with physical and/or cognitive disabilities, addictions, mentalillnessand other life challenges
• Excellent project, timeline and deadline management skills including skills inlogistics, planningand 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 (Ontario Nonprofit Network) 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 vacation pay and 3* personal days per year (2 for remainder of 2026)
• We believe strongly in supporting the mental health of our team members, including providing access to the Employee and Family Assistance Program
• 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: $ -

Max: $23.98

Working Conditions:

• 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 berequiredfor some programs

This role is being posted to fill a current 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, work environment. House of Friendship is a place where each person can bring their true selves and feel that they belong. We aspire to be an organization that is anti-racist and anti-oppressive so that our team, and therefore our community, can truly belong and thrive.

We invite applications from all qualified candidates and actively encourage applications from members of groups with historical and/or current barriers to accessing employment including, but not limited to Indigenous Peoples, members of racialized groups, persons with disabilities, women, and members of the 2SLGBTQIA+ community.

If you require accommodations to be able to participate fully at any stage in the recruitment process, including applying for this position, please let us know so that we can discuss accommodation options. Accommodations will be provided upon request.

If you are as passionate as we are about serving the community, let’s talk.

Artificial Intelligence (AI) is not being used in the screening of applications.