Administrative Assistant; RAAM

Position: Administrative Assistant (RAAM)
Overview  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 everyone deserves to belong and thrive.

We live and breathe our values of Compassion, Inclusion, Justice, Dignity and Hope. We have fun!
The Rapid Access Addiction Medicine (RAAM) clinic is a walk-in clinic for those who are concerned with their substance use and seeking support. We provide low-barrier, quick access to addiction medicine providers, addiction counsellors and peer workers for individuals looking to explore or make changes to their substance use.

Job Summary  The Administrative Assistant will be responsible for managing the flow of the clinic, scheduling appointments; serving as the central point of contact for participants, medical providers and community partners. They monitor all clinic communications (phone, email, fax) and support with urine drug screens when needed. This is a permanent, part-time position with paid personal days and vacation pay. Schedule is Sunday (10:00am to 3:00pm) and Monday (8:30am-4:30pm) with option to pick up additional shifts as needed.

Successful completion of a Police Records Check (Vulnerable Sector) required pre-employment.

Key Responsibilities   Provide front-line in-person reception to program participants and 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 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 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 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

Job Specific Knowledge/Skills   Sensitivity to and knowledge of issues relating to and impacting all genders and all marginalized populations
Strong interpersonal skills and 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
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

Education/Experience   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 and related community resources
Experience working within a non-profit and/or social services environment preferred

Critical Skills   Commitment to understand and uphold the mission and values of House of Friendship
Exemplary emotional intelligence, resilience, communication, conflict management and problem-solving skills
Ability to work professionally as a team member with staff, participants and community members
Experience or strong interest in working with diverse populations including people from various cultural backgrounds and incomes

Experience with and commitment to using an anti-racism, anti-oppressive and trauma-informed approach
Demonstrated ability to create and maintain a positive work environment including the ability to navigate change constructively
Must be dependable, professional, flexible, a team player, and have a positive attitude
Respectful, supportive and engaging approach to persons with physical and/or cognitive…