Administrative Support (Bilingual)

Pinecrest-Queensway Community Health Centre; Ottawa; On-site; CAD 29,000 - 34,000; Part time

Benefits offered by this job

4 weeks vacation plus other leave ent

Extended Group Health benefits

Flexible Health & Wellness Spending

HOOPP

Job summary

Pinecrest-Queensway Community Health Centre is seeking an Administrative Support for the Employment Services program in Ottawa. The role supports administrative functions and long-term client employment tracking.

The position requires 2-3 years of admin experience, a High School Diploma with post-secondary training, and strong MS Office/CRM skills. Bilingual English/French is essential, with flexible hours in a part-time schedule.

Qualifications

• High School Diploma and post secondary training in office administration or related program or equivalent combination of experience and education.
• 2-3 years administrative support experience, preferably in a human service setting.
• Bilingual English/French is essential; other languages are an asset.

Responsibilities

• Direct Client Service: provide back-up Reception coverage, contact clients via email/phone/text, assist with documentation and scheduling.
• Clerical: maintain program database, generate reports, support data integrity and referrals.
• Administrative: prepare reports, assist in preparing flyers/posters, templates, and filing; support client records and invoices.

Skills

Reception & frontline support

Data entry

MS Office

CRM systems

French-English bilingual

Communication skills

Time management

Teamwork

Education

High School Diploma

Post-secondary training in office administration

Tools

Zoom

MS Teams

Canva

Job description

Position Title: Administrative Support

Department: Employment Services

Status and hours: Regular Part-Time (17.5h/wk)

Pay Scale: $21.037/hr - $24.75/hr

Reports to: Senior Administrative Assistant

Deadline: Until Filled

Benefits include:

• 4 weeks vacation plus other leave entitlements
• Extended Group Health benefits
• Flexible Health & Wellness Spending Account
• HOOPP

This position is an existing vacancy.

Who are we?

Pinecrest-Queensway Community Health Centre is an innovative, community-based, multi-service centre. We strive to meet the needs of the diverse communities we serve.We work in partnership with individuals,families,and communities to achieve their full potential, payingparticular attentionto those who face barriers to care due to race, gender, income and/or ability.PQCHC is an equal opportunity employer and values diversity in its workforce.If at any stage in the selection process, you require accommodation due to a disability, please let us know the nature of the required accommodation.

Job Summary:

The Administrative Support is responsible for delivering support services within the Integrated Employment Services program. More specifically, this position supports the administrative functions of the team and the long-term employment tracking of clients.

POSITION RESPONSIBILITIES

1. Direct Client Service

• Provides back-up support and rotating lunch hour coverage for Reception.
• Contacts clients via email, phone, and text to support the team.
• Works with clients to secure documentation related to services.
• Assists with client scheduling, reminder calls and booking appointments.

2. Clerical

• Assists in maintaining the program database by entering data, generating reports, supporting analysis, and regular auditing of data integrity.
• Supports Reception with referral pathways as required.

3. Administrative

• Prepares or assists in preparing reports.
• Assists in preparation of flyers, posters, social media and other documents as assigned.
• Creates and modifies program-specific computer templates/forms as required.
• Assists with the preparation, maintenance and filing of client records including participation in client file administrative audits.
• Supports financial requirements related to client expenditures, RFPs, petty cash, and invoices.
• Records and distributes minutes of meetings as needed.
• Maintains electronic filing systems.
• Prints, scans, and uploads client documentation into client files.
• Draft, edit, adapt and produce routine correspondence.

4. Teamwork and Collaboration

• Maintain effective communication of information among internal and external stakeholders
• Assists in the development of program specific policies and procedures/guidelines and in the overall planning and development of the program.
• Attends and participates at team and general staff meetings as scheduled
• Participates in the evaluation component of relevant program
• Participates in the internal chart audit process
• Provides support to clients of team members as needed

POSITION REQUIREMENTS

1. Education

• High School Diploma and post secondary training in office administration or related program or equivalent combination of experience and education.

2. Professional Experience

• 2-3 years administrative support experience, preferably in a human service setting.

3. Key Competencies

• Experience dealing with the public
• Excellent customer service skills
• Excellent documentation skills
• Strong attention to detail and effective time management skills
• Ability to work collaboratively with diverse clientele and colleagues
• Strong digital literacy, including MS Office suite and CRM systems
• Knowledge of social media and other online communication tools such as Zoom and Teams, and graphic design tools such as Canva

4. Linguistic Profile

• Under the Centre’s designation to provide French Language Services
• Based on New Avenues Linguistics Rating Scale: A+ (highest skill) to C- (lowest skill)

- French (oral expression): A+

- French (oral comprehension): A+

- French (reading comprehension): A+

• Bilingualism (English/French) is essential. Other languages an asset.

5. Personal Suitability/Other Requirements

• Communication skills using different technological tools, both oral and written, for a variety of audiences
• Enjoy working with detailed information for extended periods of time
• Compressed weeks Monday, Tuesday, Wednesday, Friday days from 9am-5pm, andevery Thursday from8:30am-8pm, with every second Friday off.
• Positively contribute to monthly individual and team Key Performance Indicator (KPIs) while managing a challenging workload through prioritization and effective time management