Administrative Assistant (Nodin CFI Department)

Deadline: May 18th - 4:30pm
Location: Sioux Lookout, ONCommitment: Full Time

Nodin Child and Family Intervention Services provides mental health counselling, support, and intervention services to First Nations children, youth and families from 33 First Nation communities served by the Sioux Lookout First Nations Health Authority. Nodin CFI has a variety of services available: mobile mental health counsellors, a crisis response program, trauma teams, community-based children’s mental health and addiction workers, specialty services, and an outpatient mental health service based in Sioux Lookout.

The Administrative Assistant provides administrative and clerical support to the Clinical Manager who oversees one unit of Nodin. This one unit is comprised of four Clinical Supervisors, mobile mental health counsellors travelling into communities and the community-based children’s mental health and addiction workers. Duties include: mailing, scanning, faxing and copying; maintaining electronic and a hard copy filing system; managing the Clinical Manager’s schedule; assisting with general administrative tasks; drafting, preparing and modifying documents including correspondence, reports, memos and emails; scheduling and coordinating meetings and/or appointments and making travel arrangements for the Clinical Manager.

The Administrative Assistant is directly accountable to the Nodin CFI, Clinical Manager. The successful candidate is required to adhere to SLFNHA Policies & Procedures at all times.

QUALIFICATIONS

  • High School diploma (minimum) and/or post-secondary education in Secretarial Arts/Office Administration
  • Work experience and/or education in a mental health related area is considered an asset
  • Previous office administration experience is considered an asset
  • Excellent communication skills (verbal, written, and interpersonal)
  •  Excellent time management and organizational skills
  •  Highly proficient in computer programs (e.g. Word, Excel, PowerPoint, Outlook)
  • Demonstrates initiative, self-motivation and able to work independently as well as part of a team
  •  Demonstrates professionalism, accountability and maintaining confidentiality
  • Ability to multi-task, meet deadlines and adapt in a fast-paced environment
  • Task-centered, maintain a high level of efficiency and strong attention to detail
  •  Knowledge and sensitive of First Nations populations

RESPONSIBILITIES

  • Assist in the planning and coordinating of activities and scheduling in calendar
  • Travel planning: coordinate travel arrangements and disseminate itineraries
  • Assist in the maintenance of and/or organize the filing system
  • Record and file documents that include: letters, memorandums, work plans, reports, and confidential correspondence
  • Schedule and attend meetings, prepare agendas and complete minutes/summaries
  • Assist in editing and preparing all documents (including administration forms) prior to submitting for signatures and/or mailing
  • Receive, record, and deliver interoffice communications  
  • Access Outlook e-mail for messages or information sharing/circulation
  •  Complete data entry as required using the current information management system; organize and compile reports as required
  •  Complete regular verbal and written reports
  • Assist clinical staff in organizing and/or maintaining filing systems
  • Assist in the design and development of program forms for clinical department use
  • Research, gather and/or order program materials specific to the resource library
  • Maintain and stock the mobile counsellor resource room
  • Assist in providing coverage for other Nodin CFI administrative staff as required
  • Participate in Administrative Team meetings and functions
  • Other related duties as directed by the Clinical Manager