Clerical Assistant

Job Title: Clerical Assistant

Status: Full-Time, Permanent

Union: N/A;
Non-Union Position

Location: Head Office

Schedule: 40 Hours per week. Monday to Friday

Department: Service Excellence and Innovation

Supervisor: Manager, Service Excellence

Rate: $45,081 $ 46,433 $ 47,826 $ 49,261 $ 50,739 $ 52,261 $ 53,829

The Role:

Bellwoods is seeking for a Clerical Assistant to join our Service Excellence and Innovation Team reporting directly to the Manager, Service Excellence. This is an exciting opportunity for an individual who enjoys working in a fast paced, team-oriented environment. The Clerical Assistant will be responsible for maintaining the reception area, providing primary reception and inquiry response duties as required as well as using advanced applications of software to prepare and draft correspondence, format reports and perform data entry, filing, mail distribution and other duties as assigned.

• Be the first response to staff or client inquiries.
• Redirect calls and/or take messages, as required.
• Handling and distribution of incoming and outgoing mail.
• Drafting, keyboarding and formatting reports, correspondence, and other relevant material including policy & operations manual updating for Management and other administrative staff.
• The development of spreadsheets, charts or graphs etc. as required in the provision of administrative clerical support to our operations.
• Ensuring all typing and drafting duties are discharged efficiently within the requested time frame utilizing available and appropriate software.
• Maintenance of an up‑to‑date filing system for all relevant information.
• Identifying and recommending system improvements or revisions as required, to meet operational requirements.
• Assisting in the scheduling and preparation for meetings, training sessions and special events
• Taking minutes as delegated and preparation of accurate minutes on a timely basis.
• Input of new or revised data necessary to maintenance of software data base(s) including applicant, client and staff lists and file/profile information.
• Maintaining and ordering necessary inventory of office supplies, administration of equipment service/maintenance contracts.
• Preparation of cheque requisitions for purchased services for necessary authorization and distribution.

• Bellwoods is a service provider covered under the Home Care and Community Services Act. The successful applicant is required to provide proof of the two COVID-19 vaccination.
• Applicants must declare whether a) a family member is assigned to work at the same physical location and/or b) whether the position will be reporting to a family member as outlined in HR Policy, Restrictions
  - Family Members (HR-B4-01).
• Legally entitled to work in Canada.
• Post secondary preparation in administrative/secretarial science or related studies.
• Computer literacy at an advanced level in administrative support programs such as MS Word, Excel and preferably Power Point, Access as well.
• One (1) year of Experience.
• Excellent communication skills with a demonstrated ability to communicate with all levels of persons both internally and externally – both orally and in writing.
• Excellent interpersonal skills with an enhanced sensitivity for areas of confidentiality.
• Demonstrated sound organizational skills with the ability to prioritize and work to deadlines with minimal supervision.
• Pleasant surroundings, no excessive heat, cold, noise etc.
• Infrequent interruptions.
• Very little physical effort required – sitting, standing and walking.
• Demonstrated understanding and support of the organization’s goals and objectives consistent with our client centred philosophy towards independent living.
• Demonstrated willingness to adhere to all relevant policies and operational guidelines.

Bellwoods is committed to inclusive and accessible recruitment practices for applicants with accessibility needs in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disability Act (AODA). Reasonable accommodation is available on request for candidates with disabilities taking part in all aspects of the selection process.