Raising our Children Administrative Assistant – Ref #2023-063

Raising our Children Administrative Assistant – Ref #2023-063

Job Summary:

The Approaches to Community Wellbeing is a regional resource to 31 First Nations Communities. The Approaches to Community Wellbeing provides expertise, support, services,

and programming in public health to the region. The program also supports communities in the development, implementation, and monitoring of their own Approaches to Community Wellbeing. The Raising our Children section of the model includes Family Health, Youth Development, and Building Healthy Relationships.

The Raising our Children Administrative Assistant provides document processing, records and file maintenance, and secretarial services to the Raising our Children manager and team.

The Raising our Children Administrative Assistant is directly accountable to the Raising our Children Manager.

Persons of First Nations ancestry will be given preference (OHRC, Part II, Special Employment)

Qualifications:

• Completion of at least one year post-secondary education in Secretarial Arts
• Work experience and/or education in a health related area is considered an asset
• Previous office administration experience is considered an asset
• Ability to communicate effectively via telephone and in person
• Ability to communicate in Ojibway, Oji-Cree, and/or Cree is an asset
• Must have good written and verbal communication skills in order to complete correspondence and respond to requests for information
• Must be self-motivated and able to work independently
• Experience and training in cultural competency with First Nations
• Demonstrates professionalism, accountability and maintaining confidentiality
• Ability to multi-task, meet deadlines and adapt in a fast-paced environment
• Task centred, maintain a high level of efficiency and strong attention to detail
• Knowledge and sensitive of First Nations populations

Roles and Responsibilities:

1. Plans and co-ordinates the activities of Raising our Children to increase the time available to the Raising our Children  Program Manager and other members of the Raising our Children team for the management and delivery of the program/services.
2. Co-ordinates the collection and preparation of material for programming
3. Typed documents include: letters, memorandums, work plans, reports, administrative circulars, internal instructions and confidential correspondence
4. Make meeting arrangements, prepare agendas and prepares minutes of meetings.
5. Proofreads and modifies grammar, spelling and punctuation of all documents before submitting for signatures or mailing
6. Receives, assesses for information from other departments and staff, made by telephone or in person, and/or refers to the most appropriate person
7. Answers requests for information, made by telephone or in person, from the general public and other community agencies. Conveys messages to other departments, Raising our Children team members, and outside agencies
8. Provides receptionist duties for the Raising our Children Program Manager and Raising our Children team members. Duties include but not limited to screening of telephone calls, taking and conveying messages, scheduling meetings, maintaining scheduling, and providing general information as required
9. Assembles material for education and/or administrative purposes and distributes as required
10. Orders and maintains an office supplies inventory for the Raising our Children team.
11. Maintains the office filing system for Raising our Children
12. Accesses e-mail for messages or information directed to the Raising our Children Manager, team members and/or self.
13. Monitors the unit’s schedule to be able to respond to inquiries about staff members’ availability.
14. Provides specific unit orientation to new staff members
15. Designs and produces forms and/or graphs for specific use in relation to the administrative of the project
16. Inputs data related to Raising our Children services and compiles reports as required by the Raising our Children Program Manager and/or other team staff
17. Maintain accountability by working within the program guidelines, by providing regular reports to the Raising our Children Program Manager and other team members as appropriate
18. Demonstrate professionalism and accountability by maintaining client and community confidentiality and completing the required documentation
19. Outreach to all communities in the designated catchment area; engage and explain service options and the referral process
20. Coordinate all requests for service, review with Raising our Children team members, and arrange initial tele-conference with community project stakeholders prior to delivery of service
21. Co-ordinates travel for Raising our Children team members

Closing Date: Open till Filled