Administrative Assistant

We are currently recruiting for a regular, full-time (37.5 hours per week) Administrative Assistant in the Early Childhood, School Age and Adolescent Program (ECSAAP). The designated office will be London.

• Provide administrative support to ECSAAP clinicians, as well as leadership;
• Coordinate, schedule, and organize meetings, treatment sessions, groups, and program events, including room bookings, Outlook invitations, interpretation services, and minute taking as required;
• Manage incoming phone calls from clients, families, partner organizations and staff, and redirect inquiries appropriately;
• Maintain accurate client information by inputting, updating, and verifying data within the electronic medical record; as well as support clinicians with electronic medical record navigation, template creation, and troubleshooting;
• Prepare, format, and brand program documents, clinical resources, presentations, letters, reports, and other materials in alignment with organizational and accessibility standards;
• Assist with administrative tasks such as mileage/expense claims, applicable paperwork, timesheet tracking, purchase orders and secure emailing or mailing of reports;
• Track, order, and maintain office and clinical supplies; support general office organization and resource management;
• As requested, utilize the electronic medical record to gather data reports to assist leadership;
• Perform general administrative duties including photocopying, filing, document management, and maintaining organized program records;
• Collaborate effectively with administrative colleagues across TVCC, providing back up support and coverage as needed.

• College diploma specializing in office administration;
• Strong customer and family-centred care focus;
• An ability to be flexible and dynamic and to prioritize and meet deadlines while balancing a number of tasks and being detail oriented;
• Proficiency in minute taking;
• Strong written and oral communication skills;
• Strong interpersonal skills and the ability to work effectively in a team environment;
• Exceptional typing and computer skills including proficiency in Word, Excel, PowerPoint, Sync, Canva, and Access, as well as videoconferencing software (e.g., Teams);
• Experience with electronic medical records and databases (e.g. ISCIS, Alaya Care);
• An ability to troubleshoot with other team members software and hardware issues;
• Proficiency in French would be considered an asset;
• Demonstrated ability to attend work on a regular basis.

Salary Range: $27.36 - $29.62/hour