KEY DUTIES & RESPONSIBILITIES
ADMIN SUPPORT:
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Providing weekly schedules for the Drop-In Team
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Answering the Drop-In main phone line and reviewing voicemails on it
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Assist with ensuring Mail for our participants is lodged daily
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Update Manuals as required;
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Assist with keeping office supplies stocked
- Ensuring forms are adequately stocked in Drop-In Office
- Tracking staff training reports
DATA TRACKING:
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Ensuring the monthly tracking sheets are complete
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Reviewing the Drop-In sign-in sheet weekly
- Ensuring monthly Bus tickets are tracked and stocked
INTERNAL COMMUNICATION:
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Reviewing and editing all suspension reports and send them out
- Reviewing the suspension list and sending it out daily
- Sign up staff for upcoming trainings
- Point person for programming in the Drop-In
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Submitting HIPPO requests
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Take meeting notes (Weekly team meetings)
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Other duties as assigned
EDUCATION & EXPERIENCE
- Secondary Education preferably in office administration or office management or a combination of education and experience.
- 1-2 years of Administrative experience preferred
KNOWLEDGE/SKILLS/BEHAVIORS
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Proficient in Microsoft Office, including: Word, Excel, Outlook;
- Excellent verbal and written communication skills;
- Experience with HIFIS database preferred;
- Great problem-solving skills;
- Clear understanding of and ability to adhere to PHIA, FIPPA, confidentiality, and related legislation;
- Be able to work independently and as part of a team;
- Demonstrated knowledge of Cultural Awareness, Anti-Oppressive Practice, Trauma Informed best practices;
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Knowledge of community resources for homelessness, health, mental health and substance use; and harm reduction
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Professional, honest, organized, personable and dependable;
- Skilled at prioritizing and multitasking;
- Flexibility in work load adjustments;
- Proficient with Keyboarding;
- The ability to do regular lifting in and around the 50 lbs. range
RELATIONSHIP
- Works closely with Drop-in Staff, Community Members, Volunteers and various departments of Siloam Mission.
WORKING CONDITIONS
- Work requires standing, and walking over extended periods of time.
- Periodically lifting of up to 50lbs occasionally
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Hours vary and will be days, evenings and weekends;
- Overtime may be offered when necessary.
- Hazardous conditions could include potential violent outbursts from community members toward staff or other community members.
WORKPLACE HEALTH AND SAFETY
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.
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Provides a safe environment by ensuring adherences to Workplace Safety and Health
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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.
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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
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Supports an environment which avoids, prevents and corrects all activities or actions which may result in an adverse outcome in the delivery of services. Community Member safety is a standing item for all individual and departmental meetings.
