Full Time

• Sioux Lookout, ON
• Posted 3 days ago
• $48,657 - $59,238/annum CAD

Job Summary:

Nodin Mental Health Services is a resource available to First Nations children, youth, adults, and families from 33 remote northern communities served by Sioux Lookout First Nations Health Authority. Services include intake, a crisis response program, an outpatient mental health service based in Sioux Lookout, a psychiatric service, youth school counsellors, travelling mental health counsellors, community-based children's mental health and addiction workers, and two counsellors on a crisis response/harm-reduction outreach team.

The Administrative Assistant carries out everyday clerical and organizational tasks for the Clinical Manager who oversees three different service areas, along with supporting the supervisors and front-line staff working in these three areas: counsellors travelling to First Nation communities who are based in Sioux Lookout, Youth School Counsellors based in Sioux Lookout, and community-based Children's Mental Health and Addiction Workers.

Position location at Nodin's satellite office: 73 King Street, Sioux Lookout.

The Administrative Assistant reports to the Clinical Manager.

Qualifications:

• Persons of First Nations ancestry will be given preference (OHRC, Part II, Special Employment)
• Minimum level of education required is a High School diploma or partial high school with related office administration experience.
• Diploma in Office Administration, Health Office Administration Certificate, or equivalent education/experience, preferably in a health care environment, is a definite asset.
• Work experience and/or education in a mental health organization is an asset.
• Excellent communication skills (verbal, written, and interpersonal).
• Excellent time management and organizational skills.
• Highly proficient in computer programs (e.g., Word, Excel, PowerPoint, Outlook) and typing.
• Must be able to take meeting minutes effectively.
• Demonstrates initiative, self-motivation and ability to work independently as well as part of a team.
• Demonstrates professionalism, accountability and maintaining confidentiality.
• Ability to multi-task, meet deadlines and adapt in a fast-paced environment.
• Task-centered, maintain a high level of efficiency and strong attention to detail.
• Must be personable and able to successfully establish rapport and maintain relationships with program staff and partners.
• Must be able to handle sensitive/confidential material in accordance with SLFNHA policies and procedures and PHIPA.
• Demonstrated understanding of and competence in serving culturally diverse populations; knowledgeable of First Nations' people, history, culture, health priorities and social issues.
• Ability to communicate in one of the First Nations dialects of the Sioux Lookout region is an asset.
• Must be willing to travel to other SLFNHA offices or off-site meetings.
• Must have a valid driver's license.
• The ability to perform the requirements of the position on a regular basis.

Responsibilities and Duties:

Support to Manager

• Manage the Clinical Manager's schedule through planning and coordinating, organizing, and setting appointments.
• Arrange, coordinate, and disseminate travel itineraries.
• Prepare/draft, modify and distribute documents including correspondence, reports, memos, administrative forms, and emails.
• Maintain organized electronic and a hard copy filing system.
• Schedule and attend meetings, prepare agendas, and complete minutes/summaries.
• Create forms/documents, other schedules as requested, record and tracking of information.
• Frequent communication internally and externally.
• Complete data entry, organize and compile reports as required (e.g., spreadsheets).
• Assist in the design and development of program forms for clinical department use.
• Format documents and presentations.
• Other duties that may be deemed necessary by immediate supervisor.

Support to Staff

• Mailing, scanning, faxing, and copying, purchasing supplies, manage stock and resources.
• Research, ordering, creating purchase orders/cheque requisitions, receive and handling of invoices.
• Receive, record, and deliver interoffice communications.
• Access Outlook e-mail for messages and appropriately and in a timely manner.
• Assist clinical staff in organizing and/or maintaining filing systems, and workstations.
• Research, gather and/or order program materials specific to the resources.
• Participate in Administrative Team meetings and functions.
• Answer phone system, redirecting telephone calls, triaging, and handling general inquiries with tact and diligence.
• Produce and maintain employee weekly schedule and communication book.
• Greet and direct all suppliers and visitors in a professional and welcoming manner. Ensure all visitors sign in and are received by the appropriate staff member.
• Sort, record, and distribute incoming mail, record faxes received and prepare outgoing mail, and delivery.
• Making travel arrangements for staff; develop and maintain travel log and history reports.
• Maintain a clean and tidy office.

SLFNHA currently Strongly Recommends COVID-19 immunizations and requests your immunization status to be sent to our staff health department if successful in the recruitment process.

Open till filled