Administrative Assistant; Part Time Winnipeg, MB

ABOUT US

Siloam Mission is a Christian-based non-profit service organization for Manitobans who have experienced homelessness and who struggle with mental health issues, physical and cognitive disabilities, addictions, or trauma. Founded in 1987, the mission provides emergency shelter, meals and clothing, supportive housing, and a variety of healing, support, and recovery services to help people transform their own lives and reach their full potential.

What matters to you?

Being in a work culture that operates out of their core values of HEART (holistic, equity, altruism, relationships, and truth and reconciliation) - embracing diversity, promoting equality and inclusion.

The Administrative Assistant provides day-to-day frontline assistance in the Saul Sair Health Centre to participants, volunteer professionals, and staff. This role ensures the efficient workflow of the Clinic under the direction of the Health Services Manager, including accurate record-keeping, scheduling, and liaising with external Health Care Providers and Facilities to ensure participant access to services.

• Coordinate scheduling and follow up to ensure participants receive timely support;
• Manage and maintain program supplies and inventory (medical and non-medical);
• Maintain accurate electronic and paper records and files, ensuring confidentiality to staff and volunteers as needed;
• Understand and adhere to all agency policies and procedures;
• Other duties as it relates to the position.

• Greet and register participants, ensuring dignity of care through a welcoming, respectful intake process;
• Support clinic operations through appointment booking, file preparation, and coordination with volunteers and external providers;
• Provide administrative support for specific clinic programs such as the Recovery Bed Program (intake and monitoring);
• Assist with communication and coordination between SSHC and external partners or service providers;
• Maintain and enforce policies regarding infection control in all program delivery areas;
• Regular cleaning and sanitizing of the clinic space;
• Arrange courier pick-ups and deliveries.

• Assist with scheduling and coordination of volunteers as directed by the Health Services Manager;
• Assist with practicum student placement administration when required.

• Completion of a certification/diploma in Office Administration an asset;
• Minimum 2 years of administrative experience in community services, non-profit, or related fields;
• Experience in a clinic or health environment an asset;
• Experience with scheduling or database software an asset;
• Training in confidentiality and privacy practices an asset;
• CPR/First Aid certification an asset.

• Exceptional written and verbal communication skills
• Outstanding interpersonal skills with conflict resolution ability and sensitivity to diverse populations;
• Ability to work independently with minimal supervision;
• Excellent organizational and problem-solving skills;
• Exceptional attention to detail;
• Proficient in Microsoft Office Suite (Word, Excel, Outlook);
• Strong technical aptitude and ability to learn new software applications;
• Ability to work with a variety of sensitive information and to maintain confidentiality
• Flexibility in work load adjustments;
• Knowledge of inventory and supplies management;
• Knowledge of community health related resources an asset;
• Experience with clinic software (e.g., Accuro) an asset.

• Works closely with participants and volunteers.

• Hours of work:
  • Evenings:
    Tuesday & Thursday: 3:30pm
    -7:30pm
  • Weekends:
    Saturday & Sunday: 8:30am-12:30pm
  • Statutory/non-statutory holidays: 8:30am
    -12:30pm
• Schedule flexibility for shift coverage an asset;
• General health clinic environment;
• Equal amount of sitting, standing walking throughout the work day;
• Health grade cleaning supplies being used for the cleaning to ensure high standards of infection control;
• Hazardous conditions could potentially include unpredictable or risky behaviours from participants;
• May be required to lift up to 50 lbs. occasionally

The incumbent contributes to making the organization safe for clients and staff and recognizes the importance of reporting unsafe situations and participating in follow up reviews as a learning opportunity.

• Provides a safe environment by ensuring adherences to Workplace Safety and Health Regulations and Policies, Infection Control Guidelines, WHMIS and Safe Work Procedures. Immediately investigates and recommends corrective action on any unsafe acts, work conditions, incidents, near misses, injuries or illnesses.
• Demonstrates understanding of role and responsibilities in fire prevention and disaster preparedness and participates in safety and health training programs including the facility’s Fire, Disaster and Evacuation Plan.
• Supports an environment which avoids, prevents and corrects all activities or actions which may…