Administrative Assistant

At House of Friendship, we believe in what we are doing. We get out of bed each day to make a difference in our community; to walk with and to serve. We are not happy with the status quo. We get energy from ongoing learning and growth. We lead with passion and believe without a doubt that everyone deserves to belong and thrive.

We live and breathe our values of Compassion, Inclusion, Justice, Dignity and Hope. And we have fun!

Sounds pretty great, doesn’t it? It is!

We are seeking a highly organized and personable Administrative Assistant to join our team in Addiction Services. Working primarily from our Cambridge Live In Treatment facility, the administrative assistant plays an integral role in creating a welcoming environment for participants and visitors while providing comprehensive administrative support to our Addiction Services programs. The successful candidate will have strong organizational abilities, effective time management skills, and proficiency with computer applications.

This is a permanent, salaried, full-time (37.5 hours per week) position with paid sick time, personal days, vacation time; group health benefits and defined contribution pension plan. Schedule is generally weekdays, with some flexibility to meet program needs.

• Provide front-line in person reception to program participants, visitors as well as via email and phone
• Perform clerical support to program staff
• Provide administrative support to program leadership
• Complete data entry and updates using both online and internal systems
• Maintain confidentiality in compliance with Personal Health Information Protection Act (PHIPA)
• Complete documentation and data entry in accordance with agency and legislative requirements
• Maintain program registration and waitlists using internal and partner systems, including receipt of assessments
• Make calls to program participants regarding program services and as needed
• Organize and maintain electronic and paper files, in accordance with agency or program policies and professional standards
• Liaise with pharmacies and doctors to support medication ordering and deliveries
• Assist with creation and distribution of program promotional materials and contact lists
• Maintain petty cash
• Record invoices and interoffice mail to/from the administrative office on a timely basis
• Monitor office supplies and program materials, contribute to their organization, place orders and pick up as requested
• Update program documents and maintain adequate supply
• Ensure office equipment is serviced as needed and respond to unexpected maintenance issues
• Assist with other program service activities and special events, including planning, preparation and clean up
• Participate in supervision and team, department or agency meetings and services as appropriate
• Commitment to ongoing professional development and training
• Participate in training and work with students, volunteers and new employees as required

• Sensitivity to and knowledge of issues relating to and impacting on all genders and all marginalized populations
• Strong understanding of interpersonal skills and the ability to engage in conversations to support individuals who use substances
• Demonstrated capacity for accurate and efficient documentation and computer data entry
• Demonstrated ability to calmly problem-solve in a fast-paced, sometimes stressful environment;
• Knowledge of community resources and local addiction treatment services
• Demonstrated capacity for accurate and efficient documentation and computer data entry
• Demonstrated ability to calmly problem-solve in a fast-paced, sometimes stressful environment;
• Strong communication and listening skills
• Ability to work independently, as well as collaboratively with an interdisciplinary team
• Ability to accept and apply feedback and take initiative
• Commitment to work with and support training of students, volunteers and new employees as required

• Minimum Grade 12 education required
• Post-secondary certificate or diploma in office administration preferred
• 1-year previous experience in office administration
• Advanced experience with MS Office products
• Knowledge of addiction issues…