Program and Administrative Assistant (Urban Health & Homelessness)

Job content

The Neighbourhood Group (TNG) is a multi-service agency that includes Central Neighbourhood House,
_ Neighbourhood Link Support Services and St. Stephen’s Community House_

POSITION TITLE:Program and Administrative Assistant

DEPARTMENT:Urban Health and Homelessness Services

STATUS:Regular Full-time, CUPE 2289

# HRS / WEEK:35

CONTRACT DATES:n/a

REPORT TO:Senior Manager, Case Management and Clinical Programs

HOURLY RATE:$26.56

GENERAL DESCRIPTION:This position provides administrative support to the Urban Health and Homelessness

Services Department management team, oversees all office functions at the 260 Augusta location and acts as the central access point for intake, referrals and information requests across the department. This position reports to the
Senior Manager of Case Management and Clinical Programs and is a part of CUPE 2289.

MAJOR DUTIES:

• Greets callers and visitors to 260 Augusta, providing information and referral as appropriate;
• Handle multi line phone system and act as an operator for VOIP integrated communication system across the organization;
• Connects visitors with the appropriate staff person;
• Coordinate referrals for the TCAT program and liaise with team for scheduling intake assessments;
• Organize in-house primary care and psychiatric clinics and coordinates client appointment times for staff;
• Assists programs with various administrative duties, such as copying, calls, faxes, flyers, and projects as assigned, including funding proposal preparation;
• Assists with input and recording of statistical data related to all program services and completes reports as required;
• Provides assistance to the department leadership team, including assistance with scheduling, organization of electronic files and the development and maintenance of shared filing systems;
• Receives work orders for building maintenance, cleaning issues and technology issues and refers to appropriate staff;
• Intervening and deescalating crisis situations
• Assist with event and meeting logistics including minute taking for a large group, photocopying, material distribution and arranging hospitality as required;
• Coordinates office supply orders, receiving and monitoring deliveries;
• Monitors and ensures efficient operation of office equipment, supplies and arranges for service;
• Assists with programming and administration of security system;
• Handles online and print media job postings;
• Handles petty cash for routine administrative expenses;

REQUIREMENTS & QUALIFICATIONS:

• Community college diploma in relevant field, and 1 years’ experience in administrative support to social service programs in a community setting, or combined equivalent of education and experience
• Ability to communicate effectively with a wide range of people including homeless and marginalized service participants, drop-in program staff and managers, government program representatives and others
• Experience, alignment and commitment to harm reduction
• Knowledge and ability with office equipment (copier, etc)
• Excellent written skills and proven ability to develop clear, concise and comprehensive written and oral reports; attention to detail
• Demonstrated organizational, interpersonal, oral communication and relationship management skills;
• Excellent judgment in setting priorities, identifying issues and determining action required when working under pressure and deadlines
• Familiarity with crisis intervention and prevention, conflict resolution and negotiation skills is an asset
• Expert knowledge of Microsoft Office package, particularly Word, Excel and Outlook, as well as internet and e-mail, database, and data backup;
• Familiarity with Catalyst, Pirouette and OSCAR databases is an asset
• A current police record check is required for this position.

TNG is committed to reflecting the communities we serve and to nurturing a respectful and inclusive work environment for all. We encourage qualified applicants of all ages, races, colours, ethnic origins, religions, abilities, gender identities, gender expression and sexual orientations to apply. Candidates invited for an interview are encouraged to inform Human Resources in confidence of their accommodation requirement

Job Type: Full-time

Salary: $26.56 per hour

Schedule:

• 8 hour shift

Education:

• DCS / DEC (preferred)

Experience:

• Administrative: 1 year (preferred)