Office Administrator, Shsuh

Career Opportunity

Position Title: Office Administrator, SHSUH
Classification: Office Administrator, Level 2
Job Type: Permanent, 1 FTE
Department: Supportive Housing and Substance Use Health
Location: Eccles
Reporting to: Director, Supportive Housing and Substance Use Health
Compensation: $27.89/hr - $33.60/hr plus a comprehensive compensation package that includes time-off

entitlements, health benefits, life insurance, and participation in the HOOPP pension plan
Deadline to apply: March 7th , 2025 by 5:00pm
Apply to: https://swchc.bamboohr.com/careers/671 or harthub.talent@swchc.on.ca
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About Us
We are Somerset West Community Health Centre (SWCHC), a non-profit, community-governed organization that serves over 18,000 clients annually. Established in 1978, SWCHC provides a wide range of health care services such as primary health care, health promotion, community development, mental health, and harm reduction. We are deeply connected to the communities we serve and committed to removing barriers to accessing services for people who experience vulnerabilities because of their age, income, ability, sexual orientation or gender identity, and language or culture.

SWCHC strives to ensure that our team reflects the communities we serve. We work within an anti-racist, anti-oppressive framework that acknowledges the existence and impacts of systemic racism and seeks to ensure that systems are fair and equitable for everyone.

What the HART Hub Entails
The Somerset West Community Health Centre (SWCHC) is excited to announce the launch of the 24/7 Homelessness and Addiction Recovery Treatment (HART) HUB, a transformative initiative designed to provide integrated support to people experiencing complex health and social issues related to substance use and addictions: and aims to connect people who are experiencing homelessness or are at risk of losing their housing and/or people who have mental health, to treatment and preventative services, while addressing basic needs such as food, clothing and showers.
We are seeking passionate, dedicated individuals to join our dynamic team and contribute to meaningful change in the community.

Join us at SWCHC's HART HUB and become part of a dedicated team that is making a difference by providing integrated, person-centered care that empowers individuals and fosters lasting change.

What You'll Do
The Office Administrator performs various administrative and staff support duties to ensure the efficient and effective operation of the Department. This requires a wide range of skills and knowledge of the organization's policies and procedures. The Office Administrator exercises independent judgment in resolving administrative problems and inquiries. The Office Administrator manages administrative tasks, including financial reporting, Human Resources, logistics, and operations support.
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What We're Looking For
Your Education Path
§ Post-secondary school diploma or degree in office or business administration, an asset

Required Language
§ English essential

Life and Work Experience
§ Three to five years of administrative experience with progressive responsibility; preferably in a health setting
§ Proficiency in the use of computers and various software applications
§ Additional training in computer software applications and relevant administrative skills
§ Comfortable performing multifaceted projects in conjunction with day-to-day activities
§ Experience with individuals from low socio-economic, psychiatrically disabled and multi-cultural groups
§ Experience working with individuals from diverse cultures and backgrounds, as well as persons with experiences of oppression, social exclusion, poverty, discrimination, and in particular mental health and addictions.

What You Bring to the Table
§ High initiative and desire to exceed expectations
§ Desire for continuous improvement must be a core value
§ High tolerance for disruptive projects and change
§ Excellent verbal and written communication skills.
§ Strong interpersonal, organizational, communication skills and meticulous attention to detail
§ Works with minimal supervision in a confidential environment.
§ Achieve standard of excellence with work processes and outcomes (quality/compliance)
§ Strive for high client satisfaction, go out of the way to be helpful and pleasant, and make it as easy as possible on the client rather than the department (Client Focus)
§ Balance listening and talking; speak and write clearly and accurately, keep others informed (Communication)
§ Be helpful, respectful, approachable and team-oriented, build strong working relationships and a positive work environment (Collegiality)
§ Take ownership of work, do what is needed without being asked, follow through (Initiative)
§ Plan ahead, manage time well, be on time, be cost-conscious, think of better ways to do things (Efficiency)
§ Be receptive to feedback, be willing to learn, embrace continuous improvement (Coach ability)
§ Assure discreet handling of all HR related matters (Confidentiality)
§ Juggle multiple tasks and meet demanding deadlines
§ Adapt to changing work environment.

Your Day-to-Day at a Glance
Support to the Director, Manager and Department Staff
§ Assists in organizing team and department meetings by booking space, preparing relevant materials, informing staff of meetings, attending meetings, taking and distributing minutes
§ Provides administrative support to department staff by assisting in the development of program materials
§ Assists with reporting by tracking and communicating reporting deadlines to staff and compiling and editing ED monthly reports for the department
§ Maintains electronic filing system for the department
§ Maintains and updates, databases, records and other documents for the department
§ Assists with presentations as requested
§ Oversees the coordination of meetings, events, interviews, appointments or other similar activities which may include registration, travel and lodging arrangements
§ Provides project support by obtaining information and materials, scheduling & photocopying
§ Assists in the planning and coordination of special events
§ Assists with Centre events, e.g. Annual General Meeting, staff retreats, etc.
§ Serves as a liaison with other departments
§ Oversees the maintenance of the Emergency Preparedness Phone List
§ Coordinates staff development registration and logistics
§ Orders resource material

Operational support
§ Coordinates purchasing of office and program supplies and tracks budget variances. Follows up with any errors, receipt of damaged products and returns
§ Coordinates Stericycle biohazard pick up and follows up with Resource Productivity & Recovery Authority (RPRA) with yearly renewal and monthly payments.
§ Coordinates and monitors Taxi chit distribution
§ Supporting Helpdesk requests
§ Photocopier maintenance
§ Supporting Building Maintenance requests and following up.

Scheduling
§ Supporting the Team Leads, ensuring schedules adhere to ESA and SWCHC policies. They are up-to-date and are accurate to staff's time entered into their timesheets.

Financial Support
§ Reconciles and maintains departments Petty cash ($3000.00)
§ Prepares Dynacare invoices, updating OHIP#'s, liaising with Dynacare's finance officer

§ Prepares Finance Invoice/Receipt form for third-party reimbursements as required
§ Reconciles monthly corporate credit card expenses
§ Prepares payment of invoices for medical and program supplies
§ Prepares taxi chit and Drummond Gas invoices, verifying charge codes, preparing spreadsheet with totals for authorization and payment
§ Prepares Stericycle invoice, ensuring accuracy, coding and authorization
§ Prepares Vanguard Security invoice, ensuring accuracy for hours paid, coding and authorization
§ Tracks items kept in safe
§ Payroll; verifies and authorizes bi-weekly hourly timesheet entries to Dayforce, following up with staff and manager as required.

Develops and Maintains Office Systems
§ Maintains files and monitors office operations
§ Serves as a go-to for office inquiries
§ Effectively uses and understands software used within the Centre
§ Uses various software applications such as spreadsheets, presentations and word processing packages to assemble and format data and/or reports
§ Learns and implements new computer programs/systems and coordinates/supports team members
§ Liaises with IT and Corporate Services to ensure adequate equipment, training and support available to staff.

Human Resources (HR) Support to the Department
§ Assists with the recruiting and hiring of new staff by arranging advertising, maintaining competition folders, preparing interview information packages and coordinating interviews
§ Completes reference checks for managers as required
§ Supports Supportive Housing and Substance Use Health Manager with HR-related paperwork; step increases, performance reviews, termination checklists, hiring authorizations, payroll change forms and job descriptions
§ Assists with orientation for new employees to the department, including onboarding, administrative procedures & OH&S review
§ Instruct new employees on accessing SWCHC software systems, emails, calendars, and phone system
§ Leads scheduling for mandatory staff training and registration and follow-up for continuous staff development
§ Verifies staff entered their leave requests in Bamboo HR, following up with staff as needed
§ Assure discreet handling of all HR-related matters (Confidentiality).

Other
§ Employee engagement
§ Other duties deemed essential by the Director
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Ready to Apply?

Take your career to the next level! Submit a cover letter and your resume by 5:00pm on March 7th, 2025, to: https://swchc.bamboohr.com/careers/671 or harthub.talent@swchc.on.ca
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Somerset West Community Health Centre is an equal opportunity employer who values the diversity of individuals in our programs and services.
We welcome and encourage applications from members of Indigenous, Black and racialized communities, Two-Spirit, nonbinary, LGBTQ+ people; people with disabilities; and members of other equity seeking groups. Applicants are encouraged to share accessibility needs in the application process, and every attempt will be made to accommodate them.
Due to the high volume of applicants, we can neither confirm receipt of nor respond to inquiries regarding your application. Only candidates selected for an interview will be contacted.