Full Time Administrative Assistant

Bethesda; Thorold; On-site; CAD 47,000 - 62,000; Full time

Benefits offered by this job

First Aid and Safety Care training

HOOPP Pension Plan

Benefits

Tuition reimbursement

Memberships and licenses reimbursement

Retail and gym membership discounts

Employee Assistance Program

Bethesda Awards Program

Free onsite parking

Job summary

Bethesda Community Services in Thorold is seeking a full-time Administrative Assistant to support the Adult Clinical Services team. The role involves calendar management, document preparation, payroll processing support, and coordinating meetings and workshops.

The ideal candidate has a college diploma in Office Administration, 4–6 years of admin experience, and strong Microsoft Office skills. Proficiency in French is an asset, and driving is required. Competitive wages and benefits are offered.

Qualifications

• College Diploma in Office Administration.
• 4–6 years of experience in a similar administrative support role.
• Experience working within a multidisciplinary team.
• Proficient with Microsoft Office.
• Valid Driver’s License.
• Professional communication skills: strong oral and written.
• Teamwork: works well with others.
• Problem-solving: anticipates and mitigates issues.
• Proactive: takes initiative.
• Fluent in French is an asset.

Responsibilities

• Attend meetings, prepare and distribute minutes and meeting notices for various programs.
• Assist with meetings including room preparation, ordering meals and refreshments.
• Attend Senior Administrative Assistant team meetings.
• Assist with coordination of workshops/conferences including advertising, registrations, payment processing, handout preparation, room bookings, and communication with hotel staff.
• Create PowerPoint presentations and advertising information.
• Ensure all job postings are posted in designated areas for widest visibility.
• Edit newsletter and develop layout, ensuring grammar and spelling.
• Review and submit payroll to managers and approve on their behalf.
• Typing bi-weekly and monthly Behaviour Intervention Plan Evaluations.
• Prepare Case Conferences for all programs.
• Prepare Health Care Plans and Evaluations.
• Prepare Progress Reports every four and eight months.
• Assist Manager with various administrative tasks (filing, memos, emails).
• Calendar management for multiple teams; update staff phone lists and Next of Kin lists.
• Review and submit OHIP billing.
• Type Client Discharge Plans and Orientation Manuals.
• Log referrals and prepare files for distribution.
• Type and distribute Intake Reports.
• Maintain an updated forms binder.
• Transcribe Doctor’s notes and other correspondence.
• Typing for program documents (menus, procedures, memos, forms, charts).
• Distribute incident reports and other documents for programs.

Skills

Professional communication

Teamwork

Problem-solving

Proactive

French (asset)

Education

College diploma in Office Administration

Tools

Microsoft Office

Driver’s License

Job description

As the leader in the developmental services sector, Bethesda Community Services is currently recruiting those interested in supporting adults, children and youth with developmental disabilities.

We envision ourselves as a community of support that inspires, encourages and empowers children, youth, and adults with special needs to live fulfilled lives. We value respect, diversity and inclusivity, collaboration and compassionate quality service.

POSITION OBJECTIVE

Adult Clinical Services is currently recruiting one (1) Full-Time Administrative Assistant for our Thorold location.

Working to uphold Bethesda’s vision, mission and quality of client care under the direction of the Manager of Clinical Services, applicants must possess a desire to work in a fast-paced environment and demonstrate a dedication to upholding strong ethical and professional standards.

Key Job Responsibilities

• Attend meetings, prepare and distribute minutes and meeting notices for various programs.
• Assist with meetings including room preparation, ordering meals and refreshments
• Attend Senior Administrative Assistant team meetings.
• Assist with the coordination of workshops/conferences involving advertising, registrations, payment processing, handout preparation, room bookings, and communication with hotel site staff to ensure itinerary is followed
• Create PowerPoint presentations and advertising information.
• Ensure all job postings are posted in designated areas for widest visibility.
• Conducts research as required.
• Edit newsletter, receive articles, and develop layout as well as ensuring grammar and spelling are correct
• Review and submit payroll to managers and approve on their behalf.
• Typing bi-weekly and monthly Behaviour Intervention Plan Evaluations.
• Prepare Case Conferences for all programs.
• Prepare Health Care Plans and Evaluations.
• Prepare Progress Reports every four and eight months.
• Assist the Manager as needed with various tasks (filing, sending out memos/e-mails, etc.).
• Calendar management for various teams within the organization.
• Update staff phone lists and Next of Kin lists for various programs.
• Review and submit OHIP billing
• Type Client Discharge Plans as required.
• Type and organize Orientation Manuals for clients upon discharge.
• Log referrals for various programs and prepare files and distribute accordingly.
• Type and distribute Intake Reports.
• Maintain an updated forms binder.
• Transcribe Doctor’s notes, annual physicals and any other correspondence.
• Typing as required for appropriate programs (i.e. menus, procedures, memos, forms, charts, etc.).
• Copy and distribute incident reports, physical restraints, serious occurrences, Behaviour Intervention Plans, Behaviour Intervention Plan evaluations, minutes, progress reports, case conference reports, etc. for the above programs and distribute accordingly.
• Prepare files for new clients.
• Register staff for seminars and workshops, book hotel rooms and flights as needed.
• Maintaining and ordering office supplies and other items.
• Distribute interoffice courier.
• Provide computer assistance and support to staff, when necessary.
• Complies with Bethesda policies and procedures relating to health and safety.
• Responsible for reporting all health and safety concerns immediately following the Internal Responsibility System.
• All other duties as assigned.

QUALIFICATIONS

Successful candidates will possess the following:

• College Diploma in Office Administration
• Four (4) - Six (6) years experience in a similar administrative support role.
• Experience working within a multidisciplinary team.
• Proficient with Microsoft Office.
• Valid Driver’s License.
• Professional Communication Skills: professionally represents the company through strong communication skills, both oral and written.
• Teamwork: excels at working with others and communicating with a team to provide the most effective support to clients.
• Problem-Solving: able to navigate challenges and barriers, always looks for potential pitfalls and risks to help mitigate problems ahead of time, and knows when to ask for help.
• Proactive: anticipates and solves problems and issues before they are brought to your attention.
• Fluent in French is an asset.

Why Join us?

• Bethesda offers staff competitive wages, career advancement, First Aid and Safety Care training as well as the option of joining our HOOPP Pension Plan ( https://hoopp.com/) and benefits.
• We foster a culture that encourages continuous professional development and growth through tuition reimbursement on approved continuing education and reimbursement opportunities on position specific memberships and licenses.
• We offer company perks such as retail and gym membership discounts, an Employee Assistance Program and a Bethesda Awards Program
• Free onsite parking

$47,424 - $62,046.40 Annually based on a 40 hour work week.

Bethesda will provide, upon request, accommodation to the materials and processes used in the recruitment process in accordance with the accessibility for Ontarians with Disabilities Act, Integrated Accessibility Standards.