Full-Time Permanent Corporate Services Administrative Assistant - Toronto, ON, Canada - Alliance for Healthier Communities

Description

WellFort is seeking a Full-Time Permanent Corporate Services Administrative Assistant

Organization

WellFort Community Health Services is a non-profit, values-based organization based in Peel. We provide a wide variety of comprehensive care including primary care, dental, mental health, and chronic disease management with a focus on illness prevention, health promotion and community development. We work with residents and other agencies to increase community capacity. WellFort is committed to providing inclusive, accessible, and sustainable programs and services to a diversely rich community.

Position Responsibilities

The Corporate Services Administrative Assistant is responsible for providing support to the finance, human resources, and organization wide leadership functions within WellFort. This position is categorized as a confidential position and the incumbent must act accordingly.

The Corporate Services Administrative Assistant maintains the highest levels of confidentiality and integrity at all times.

What you will do:

• Support employees and management with employment related inquiries and requests
• Support the full cycle recruitment process including manage and track new job posting forms, post vacancies on job boards, screen candidates and review resumes to match applicant skills with job requirements, schedule interviews with hiring managers, communicate interview decisions with candidate, conduct reference checks and completing offer letters
• Assist in new staff orientation and onboarding process including preparation of materials and tracking employment related documents to ensure completion of employment file
• Prepare, maintain and update employee's personnel files including managing confidential information maintaining accreditation & agency standards and best practices
• Creation of reports based on human resources related data and metrics by collecting, analyzing, and summarizing information to drive organizational decision making
• Matching invoices with Purchase orders from program and corporate services leaders
• Overseeing the accurate reporting and sign off by CEO of credit cards purchases by leaders on a monthly basis
• Supporting payroll activities as required from an administrative perspective
• Ensures process for appropriate level of approvals across spending and procurement practices in alignment with financial policies and support the maintenance of documentation of the alignment with policies
• Support the annual financial audit process by creating and maintaining required process and reporting documentation
• Supports meeting preparation and minute taking, meeting preparation, calendar invites, gathering reports, compiling meeting agenda packages, posting meeting materials and sending meeting reminders in a timely manner
• Prepares and distributes accurate meeting minutes and actions items in a timely manner
• Supports HR and Leadership in Organizational Wide events, seasonal activities and all staff meetings
• Creates and updates Presentations for Senior Leadership on Corporate Services and Client Services Initiatives as required
• Maintenance and logistics management of all site supports such as kitchen and office supplies
• Ordering of supplies, printing, maintenance and other services as requested
• Controlling of inventory and arranging ordering of organizational supplies in compliance with WellFort's Financial policies
• Provides back up to the Executive Assistant and Board Liaison role in supporting the CEO and the Board
• Support Accreditation planning and supports on a regular basis
• Other duties and responsibilities as may be assigned from time to time.

Qualifications

• Post-secondary education in Human Resources Management, Office Administration or Business Administration, and at least three years of experience in a similar level role preferably in a non-profit environment, or an equivalent combination of experience and training.
• Experience working as an administrative support to senior management
• Experience working in a value based non-profit or social services organization.
• Experience with financial statements and budgets is an asset
• Experience supporting an HR functional area is an asset
• Excellent communication skills, including experience with report writing, newsletters, research and creating flyers.
• Strong attention to detail, proactive and process-oriented working style.
• Excellent communication and organizational skills, able to manage competing priorities and deadlines in a fast-paced environment
• Advanced knowledge of software programs such as MS Office (including Word, Excel, Publisher, Outlook, ADP and financial systems).
• Excellent initiative skills with the ability to make independent, efficient decisions
• Collaborate effectively in a team environment.
• Ability to be discreet with confidential and time sensitive documents and materials
• Excellent interpersonal skills with a positive client-oriented attitude
• Demonstrated ability to work independently and interdependently in an interdisciplinary team environment
• Ability to speak languages relevant to the residents of the organization's community is an asset.
• Access to a vehicle and ability to move between WellFort locations on a daily basis

Candidates who self-identify as being from a marginalized community, including people with lived/living experience of drug use and/or houselessness, Indigenous peoples, racialized persons, persons with disabilities, newcomers, and 2SLGBTQIA+ persons, are encouraged to apply and will be prioritized. We invite these candidates to indicate their relevant identities in their cover letters.

Requests for accommodation due to disability can be made at any stage in the recruitment process.

The successful candidate will demonstrate a willingness to participate in WellFort's commitment to becoming an inclusive, barrier-free health centre and an ability to work in an interdisciplinary team.

Hiring Salary Range: $45,464 – $53,625 (subject to hiring salary policy and experience)

Compensation package includes health and dental benefits and HOOPP pension benefits.

No phone calls please. Successful candidates will be contacted

VACCINATION REQUIREMENT:

As a condition of employment, new WellFort staff must be fully vaccinated unless they have received an exemption from vaccination under the Human Rights Code. Proof of COVID-19 vaccination status will be required before the first day of work or, proof of religious or medical exemption, if or where applicable.

Fully vaccinated is defined as having received the completed series of an accepted COVID-19 vaccine, as recommended by the Office of the Chief Medical Officer of Health and having received the final dose at least 14 days before your employment start date.

The candidate will be asked to provide WellFort with proof of full vaccination, prior to their employment start date. Acceptable proof is a Ministry of Health Dose Administration Receipt (or such other proof of vaccination that the Province of Ontario sanctions). This can be obtained through the Provincial portal (link is external) .

The requirement to be fully vaccinated is subject to the Ontario Human Rights Code. If the candidate is unable to vaccinate for a reason protected by the Code, a request for accommodation can be requested and written proof satisfactory to the organization will be required.