Experience Working at a Non- Profit or working with vulnerable sector is an asset.
Position Summary
This is an on-site position, reporting to the Manager, Policy, Planning and Performance or designate.
The primary goals of the Administrative Assistant are to provide administrative support for a variety of Banyan’s programs and departments, including:
- Quality and risk management department.
- Reception coverage.
- Coordination of client intakes and appointments.
- Coordination of team meetings.
Major Responsibilities
Quality and Risk Management Department
- Develop, implement, and maintain the quality and risk management program.
- Develop, review, and maintain standardization of policies, procedures, and forms.
- Assist Management to create and implement data tracking tools and strategies (e.g. drafting client surveys), and to demonstrate the outcomes of programs.
- Support Management to achieve objectives of strategic and operational plans.
- Develop and improve databases (e.g. Banyan’s client information system).
- Enter data into Banyan’s databases (e.g. recording surveys in Banyan’s client information system).
- Gather, analyze, and present results from quality and risk management activities (e.g. semi-annual review of incidents, annual client satisfaction report).
- Prepare quarterly balanced scorecards for each program and review them with Management.
- Ensure ongoing compliance with accreditation standards.
- Monitor that client file audits are completed in accordance with policy.
- Support program evaluations, including report writing and recommendations for improvement.
- Support proposal writing when needed.
- Project management and coordination of special projects and initiatives.
Reception Coverage
- Answering phones, directing calls, and responding to general inquiries.
Coordination of Client Intakes & Appointments
- Managing communications related to incoming referrals and requests for service.
- Conducting initial assessments to determine client needs and eligibility.
- Exploring in a sensitive manner the nature of a request for service.
- Identifying issues not appropriate for our services and making referrals to other community programs.
- Enrolling clients into Banyan’s client information system.
- Arranging psychiatry appointments for clients.
Coordination of Team Meetings
- Organizing team meetings for a variety of programs and departments.
- Assisting Managers to draft team meeting agendas.
- Taking meeting minutes.
Other
- Any other duties as assigned.
Qualifications
- College Diploma in Office Administration or similar.
- At least two (2) years of experience in an administrative support role.
- Experience in quality improvement, performance measurement, and risk management an asset.
- Advanced computer skills including the application of databases and Microsoft Office Suite.
- Provide and maintain an acceptable Criminal/Vulnerable Sector Record and Health Assessment.
Working Conditions
- This position will primarily conduct business from Banyan’s Head Office, where standard office working conditions and the use of standard office equipment will apply.
- Travel to Banyan’s various sites will be required to attend meetings.
- This position involves direct contact with and customer service to clients and their families.
- Hours of work will regularly fall within normal business hours.
Please visit our website for the full position description:
Careers - Banyan (banyancommunityservices.org)
Banyan is an equal opportunity employer. We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Banyan is strongly committed to fostering diversity within our community. We welcome those who would contribute to the further diversification of our staff.
We are committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to an employment opportunity, please advise our Manager of Human Resources or hiring manager of the accommodation measures if required which would enable you to be interviewed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.
Job Type: Full-time
Salary: $47,397.00-$50,864.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Schedule:
- Day shift
- Monday to Friday
Ability to commute/relocate:
- Hamilton, ON L8V 1M1: reliably commute or plan to relocate before starting work (required)
Work Location: In person
Application deadline: 2023-09-01
Expected start date: 2023-09-04
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