Administrative Assistant - Toronto, Canada - Circle of Care

Circle of Care
Circle of Care
Verified Company
Toronto, Canada

3 weeks ago

Sophia Lee

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Sophia Lee

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Description
Job Description


The Administrative Assistant works as part of the Administrative Team supporting all departments to ensure the efficient implementation and day-to-day functions of the office.

Assisting the Office Coordinator and Office Manager on daily tasks or special projects, the Administrative Assistant leads by enthusiasm and is professional in all dealings with PSWs, staff and clients.


We are looking for:
a full-time, permanent Administrative Assistant


Salary:
Commensurate with experience


Hours of Work: 34 hours/week. This role is based in our office.


Reports to:
Office Manager


Responsibilities:

General Office Administration

  • Providing support at reception by greeting visitors and answer incoming correspondences and routing them to the appropriate contact as necessary.
  • Maintaining the reception area to ensure it is clean and presentable.
  • Processing and fulfilling supply orders for PSWs and record all orders into EasyCare
  • Taking photos for employee ID badges and issuing office access cards.
  • Retrieving incoming mail and distributing them to the appropriate staff member
  • Use of mail and folding machines for outgoing mail
  • Arranging courier services to ship out or pick up letters or packages as needed
  • Assist with purchasing and the inventory management of office supplies
  • Supporting the Office Manager with liaising with the Transportation Department regarding invoices for vehicle maintenance and repairs, vehicle registrations, and vehicle purchasing/leasing administration.
  • Maintaining adequate kitchen supplies and assisting with loading/unloading the dishwasher.
  • Supporting employee with booking workstations, meeting rooms and boardrooms
  • Preparing and setting up boardrooms for meetings and arranging refreshments as needed.
  • Ensuring the meeting rooms and boardrooms are tidy and equipment are put away after meetings.
  • Overseeing employee and guest parking
  • Providing coverage to the Administrative Team as needed.
  • Assisting with the onboarding of new employees
  • Supporting with special projects or other duties as required.
Risk, Health and Safety Management

  • Identifying and reporting health and safety incidents and concerns in a timely manner to the appropriate supervisors and/or funders, documenting incidents in Easy Care and escalating appropriately to the designated supervisors as outlined in the Client Safety Reporting policy (C
  • Participating in health and safety processes and procedures
  • Participating in maintaining a safe workplace environment by cultivating a positive safety culture and encouraging best practices to promote both staff and client safety and wellbeing
  • Participating in all health and safety training initiatives on a regular basis
  • Taking proactive action against client incidents within your scope of practice
  • Being actively involved in the improvement of the reporting system to prevent future reoccurrences
  • Developing a plan to identify, manage and/or minimize client safety risks or situations in adherence with risk management operations policies
  • Facilitating the planning discussion in the preparation stage prior to disclosure, with the goal of enabling a supportive and effective conversation.
  • Promoting a culture of safety by being responsible for encouraging blamefree reporting.
  • Investigating adverse events by performing a root cause analysis and gathering all relevant information as it pertains to the event.

Qualifications:


  • A postsecondary diploma in administrative studies or business combined with three years' administrative experience at the service level.
  • Excellent interpersonal, organizational, communication and problemsolving skills.
  • Ability to work independently and collaboratively within a team.
  • Maintain positive working relationships with others, both internally and externally.
  • Excellent time management skills combined with the ability to prioritize make timely decisions and pay attention to detail.
  • Flexible to the changing demands of the job.
  • Excellent oral and written English communication skills.
  • Proficient in Microsoft Office (Word, Excel and Outlook).
  • Must be able to lift 30 lbs.
Additional information

We are committed to an environment that is barrier free. If you require accommodation, please inform us in advance.

Circle of Care requires that all employees, students and volunteers provide proof of COVID-19 vaccination upon hire.

Powered by people. Sparked by passion. Circle of Care is made up of staff, students, and volunteers who bring energy and purpose, every day.
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