Leadership Administrative Support, Women's Services

Leadership Administrative Support, Women's Services

Full-Time, Permanent (Benefitted)

London, Ontario

- Application Deadline: December 13, 2024 -

This position performs duties and will have responsibilities consistent with directly supporting the Women Services Leadership Team and overall Program Operations within this area. Tasks will comprise of a variety of operational functions, administrative and human resource support. Additional supportive responsibilities include administrative and clerical functions for the Women Services Director, CMHA TVAMHS Critical Incident Team and On Call Manager administrative and clerical duties and collaborative administrative support to the Senior Leadership Team.
Administrative duties are completed directly with the Women Services Director and the Program Managers. The Administrative Support will have responsibilities including assisting Managers with screening and interviewing candidates for positions, setting up interview and meeting schedules, communicating with candidates, generating reports, assisting with onboarding new employees and agenda minute taking at both internal and external leadership level meetings.

Successful candidates must have a Police Vulnerable Sector Check completed in the last six months. Interested applicants who reside in the City of London and are in need of a Police Vulnerable Sector Check (PVSC) are encouraged to apply for one as soon as possible as PVSCs in the City of London are currently taking approximately 2 weeks to be processed and offers of employment cannot be made without receipt of a PVSC.

Consider revitalizing your career and making a difference in your community by joining our team!

WHAT WE'RE OFFERING:

• What you'll be making - $24.93 - $32.16 per hour (Specialized Admin Grid).
  • The above are initial rates; with grid increases as per policy
  • Internal staff members will be placed on the appropriate grid based on their current rate of pay, up to Level 8 of the grid (see Intranet Policy - http://bit.ly/CompensationPolicyPg16)
• When you'll work - 70 hours over two-week period. Monday to Friday 8:30am-4:30pm
• What your benefits will be - After a 90-day waiting period, will be enrolled in health care benefits plan
• Your pension plan - Will be enrolled in the Healthcare of Ontario Pension Plan (HOOPP) 

HOW YOU WILL BE MAKING A DIFFERENCE:

Support for Program Initiatives:

• Assists with written reports and proposals with regard to program operations in the Women Services, including the expansion and/or modification of services, and to meet documentation and reporting requirements of funding and accreditation bodies
• Works with the Director, Managers and employees to create and revise systems and program procedures by analyzing operating practices, record-keeping systems, forms consistency and assists to implement change.
• Works with the Director and Mangers to ensure effective communication within the programs
• Works cooperatively and effectively with others to make decisions to enhance organizational effectiveness
• Undertakes self-directed tasks when necessary
• Anticipates, understands and responds to the needs of employees to ensure smooth operation of services
• Acts as a communication liaison within Program Operations and other CMHA Thames Valley, Addiction and Mental Health Services programs, as well as between other stakeholders and partners

Administrative Support:

• Provides administrative support and assistance to the Director, Managers, including assisting with the development and maintenance of departmental correspondence, documentation requirements, procedures, forms, reports, agenda and meeting preparations, program and leadership level minute taking etc.
• Assists with coordinating and/or compiling accurate and comprehensive regular and special statistical reports to meet organization and Ministry and Donor requirements
• Maintains accurate files and ensures that paperwork is completed for other areas within the organization
• Prepares and reviews program material, forms, presentations, literature and promotional materials
• Prepares and maintains various departmental reports, policies and procedures, meeting preparation, etc.
• Provides accurate minute-taking at meetings, including program Team Meetings and Women Services Leadership meetings and ensures that minutes are submitted to the Director in a timely manner
• Provides accurate minute-taking for steering committee level leadership collaboratives both internally and externally and ensures that minutes are submitted to the appropriate leadership members in a timely manner.
• Assist Leadership with collecting, reviewing and confirming of regular monthly paperwork including timesheets, mileage claims, education sheets, time off requests, for approval sign off and processing when required
• Maintains accurate files and ensures that paperwork is completed for other areas within the organization
• Prepares and reviews program material, forms, presentations, literature and promotional materials
• Prepares and maintains various departmental reports, policies and procedures, meeting preparation, etc.
• Provides support to employees with regard to equipment and supply needs
• Provides administrative support to other Directors as assigned

• Maintains, approves and denies vacation requests as a delegate in HRIS
• Creates monthly staff schedules for each program in consultation with Manager or Director
• Coordinates relief staff coverage in advance on approved time off requests for monthly schedules
• Enters and verifies bi-weekly timesheet data in HRIS before Director signs off and updates templates
• Conducts telephone interviews with potential candidates for all positions in the Women Services portfolio
• Conducts interviews in collaboration with Managers
• Maintains interview tracking database of interviewees and contacted applicants
• Conducts and scores internal and external interviews screening with potential candidates for positions within the Women Services
• Organizes reference checks for potential candidates and reviews results with Managers
• Follow up with successful candidates for positions within the Women Service around police vulnerable screening and credentials, etc.
• Coordinates IT requirements and schedules organization orientation, and program orientation for new hires
• Assists with ensuring program coverage as needed for planned and unplanned employee absences consulting with Managers and Director if required
• Registers employees for professional development opportunities and tracks professional development
• Documentation of minutes and included in all management level meetings and many discussions up to and including investigation, disciplinary and performance management concerns regarding employees

• Handle the ordering and inventory of office supplies and some maintenance products
• Assist with room booking enquiries, when necessary
• Control and manage the keys and fobs to the buildings as well as security alarm access and orient new employees to security processes
• Assists Manager to ensure employee compliance with all legislative and accreditation requirements for health and safety

• In collaboration with the Director and Managers assists in the development of site orientation programs for new employees, including materials to be covered, method of presentation, and supporting employees to complete all site orientation training
• Works with the Human Resources team to update, maintain, and ensure annual training requirements are completed by all employees in a timely manner
• Assists Human Resources in compiling Employee lists for internal organizational training or functions and registers Employees as required
• Develops Outlook and technology training and will provide thorough training and refresher training for all Employees, as required
• Provides assistance to Employees with regard to the use of office technology such as computers and database functions while liaising with IT personnel
• Performs other duties and responsibilities consistent with role

WHAT YOU'LL NEED TO APPLY:

Police Vulnerable Sector Check Requirements

Successful candidates must have a Police Vulnerable Sector Check completed in the last six months. Interested applicants who reside in the City of London and are in need of a Police Vulnerable Sector Check (PVSC) are encouraged to apply for one as soon as possible as PVSCs in the City of London are currently taking approximately 2 weeks to be processed and offers of employment cannot be made without receipt of a PVSC.

We require the following qualifications:

• Post-secondary education or equivalent work experience, in a related field (primary proof of education will be required within the first month of employment)
• Valid Ontario driver’s license and access to a vehicle
• Proof of current Police Vulnerable Sector Check
• Ability to attend work regularly

We prefer the following qualifications:

• Working knowledge of scheduling practices and techniques; knowledge of legislative requirements
• Demonstrated judgment, problem-solving, and organizational skills 
• Flexibility and adaptability to changing needs and circumstances
• 1 years’ experience in not-for-profit agencies
• Superior oral and written communication skills
• Extensive working knowledge of MS Office Professional and strong computer skills
• Knowledge of Human Resources Fundamentals
• Experience facilitating group and individual training sessions
• Self-starter work ethic
• Able to prioritize
• Able to work independently
• Knowledge of mental illness and co-occurring complex issues

INTERNAL APPLICATIONS: To be considered as an internal applicant, current staff members are reminded to apply using their @cmhatv.ca or @slwar.ca email address.

 Get your application in by – December 13, 2024:

Our recruitment process allows us to learn about your previous work experience, your qualifications and your commitment to fulfilling our vision. While we appreciate the interest of all applicants, only those individuals being considered for a position will be personally contacted by someone from the interview team. 

We welcome and encourage applications from all members of our community including persons of any gender, gender identity, gender expression, or sexual orientation, persons with disabilities, Indigenous persons, and members of visible minorities. If you require accommodations related to a disability at any point during the recruitment process, please contact [email protected]