Bilingual Administrative Assistant

Réseau ACCESS Network

HIV/Hepatitis Health and Social Services

 Employment Opportunity:

BILINGUAL Administrative Assistant (1.0 fte – 35 hours weekly)

 The Bilingual Administrative Assistant is the initial contact to individuals accessing services from members of a multi-disciplinary team.

 The position is responsible for the following:

  • Provides reception services to many who struggle with issues of mental health and substance use and who can sometimes be volatile in nature.
  • Acts as first contact for IT issues, working with IT serve provider specialists to assure wellbeing and maintenance of all Agency computers and software.
  • Assist multi-interdisciplinary team to facilitate all services.
  • Ensures French Language Service implementation plan is adhered to.
  • Assist in development/facilitation of Agency conferences and other special events.

 The successful candidates:

  1. A MUST – Proficient in French and English, both written and spoken.
  2. Secondary/post-secondary education in clerical / administration OR minimum of 2 to 5 years with field related experience.
  3. Working knowledge of all Microsoft programs (Excel, Word, Outlook and Publisher).
  4. Well-versed with IT issues to maintain wellbeing and maintenance of all Agency computers/programs.
  5. Efficient and accurate data-entry skills
  6. Superior writing and minute taking skills.
  7. Ability to use a variety of standard office equipment.

 ONLY Bilingual (French/English) candidates will be considered for this position

 

The full job description is located on the Réseau ACCESS Network Website at www.reseauaccessnetwork.com. Interested applicants may submit a resume with a cover letter by the closing date of Sunday, February 20th, 2022, to the Manager of Finances & Administration @ cynthiaj@reseauaccessnetwork.com.  Please include “job posting” in subject box. We regret that only those candidates selected for an interview may be contacted.

 

Note: As part of the initial recruitment screening process, Applicants must confirm that they are Fully Vaccinated against COVID-19. If Applicants are not Fully Vaccinated, they will be asked to identify any accommodation needs pursuant to a protected ground under the Code. If no such accommodation is identified, the Applicant will not be eligible to proceed through the recruitment process.

 

631.00             JOB TITLE                    BILINGUAL ADMINISTRATIVE ASSISTANT (1.00 fte)

 REPORT AND ACCOUNTABLE TO:      Manager of Finances & Administration

 POSITION PURPOSE:

 Provide reception area tasks including: initial contact with visitors, answering phones, sanitizing touchpoints and providing visitors with direction to appropriate services/staff members.

  1. Assist multi-interdisciplinary team to facilitate all services.
  2. Working with the Manager of Programs and Services, assist in development/facilitation of Agency conferences and other special events.
  3. Assist with IT duties, caring for Agency resources and working with IT service providers to assure wellbeing and maintenance of all Agency computers and software.
  4. Ensures French Language Service implementation plan is adhered to.

 

POSITION RESPONSIBILITIES:

 Reception Duties 

  1. Welcome and direct clients and walk-in public.
  2. Using the internal booking system, schedule client appointments when requested with appropriate staff. Using established code name (last name 1st 2 letters, first name 1st 2 letters e.g. DOJO (John Doe).
  3. Work with and assist in training of volunteer receptionists.
  4. Maintain cleanliness of all reception areas along with sanitizing touchpoints.

 Administrative Duties 

  1. Receive, and distribute incoming mail (including e-mail) or respond to e-mails as appropriate.
  2. Oversee maintenance of all office equipment, including postage meter, main photocopier laminator and binding machine, etc.
  3. Oversee monitoring, ordering, and stocking of bathroom, sanitation, PPE, and kitchen supplies. Order as necessary with approval of supervisor.
  4. Ensure the office is well-maintained, organized and office supplies are available and accessible. Order as necessary with approval of supervisor.
  5. Assist with designing of various forms, signs and posters as needed.
  6. Proof-read documents for accuracy when requested.
  7. Assist staff with Administrative duties, i.e. filing, collating, copying, binding, laminating or scanning documents.
  8. Maintain lists and databases for the various agency projects, mailing and others as deemed appropriate by program staff.
  9. Compile data, statistics and other information to support research activities deemed appropriate by Manager of Finances and Administration.
  10. Provide or assist with securing of translation services for promotional/educational materials.
  11. Generate memos, emails and reports when appropriate.
  12. Working with IT and other service providers, assist with IT duties, i.e. basic computer maintenance (connecting devices/installing software), WordPress website update, posting of employment opportunities and other program updates.
  13. May assist in training new office staff in use of office equipment and use of office software (Outlook, Excel, Adobe PDF Reader).
  14. In consultation with Manager of Programs and Services, assist with development / facilitation of Agency conferences and other special events.

 Clinical Duties 

  1. Ensure all outgoing appointments (requested by physician or staff) are booked and appointment cards provided to clients. Direct members / patients requesting an appointment with the clinicians are directed to the appropriate medical staff.
  2. Enter and update patient demographic information in Klinix, charts; and process billing in the Klinix program.
  3. Prepare charts, paperwork and other materials for clinicians.
  4. Maintain an organized and tidy file room.
  5. Assure reports from Lifelabs & Public Health are forwarded to the HCV Treatment Nurse, or place in appropriate mailbox.
  6. Book clinical appointments as per nursing / physician schedule.

 Responsibilities to: Manager of Finances & Administration 

  1. Consult and update the HCV Treatment Nurse & the Manager of Finances & Administration on all issues pertaining to clinic responsibilities.
  2. Attend morning (Monday through to Thursday) Direct member/patient and Clinical Services huddle meetings.
  3. Attend bi-weekly Team Meetings.

 Other: 

  1. Assist in fundraising projects and/or other duties as deemed important and appropriate by the Manager of Finances & Administration and mutually agreed upon.
  2. Note: As part of the initial recruitment screening process, Applicants must confirm that they are Fully Vaccinated against COVID-19. If Applicants are not Fully Vaccinated, they will be asked to identify any accommodation needs pursuant to a protected ground under the Code.  If no such accommodation is identified, the Applicant will not e eligible to proceed through the recruitment process.

 

Qualifications 

  • Secondary/post-secondary education in clerical / administration OR minimum of 2 to 5 years with field related experience.
  • Proficient in French and English, both written and spoken.
  • Working knowledge of all Microsoft programs (Excel, Word, Outlook and Publisher).
  • Efficient and accurate data-entry skills.
  • Effective and essential workplace communications skills.
  • Superior writing and minute taking skills.
  • Ability to use a variety of standard office equipment.
  • Experience working in nonprofit / social service sector an asset.
  • Knowledge and interest in working with IT issues to maintain wellbeing and maintenance of all Agency computers/programs.
  • Previous experience with Klinix Software, Electronic Data Transfer, MCEDT an asset.

 Skills

 Working knowledge with internet research and data entry base.

  • Superior attention to detail, creative problem solving, organizational and administrative skills.
  • Time management adaptability and multitasking skills.
  • High level of discretion, patience and judgment.
  • Teamwork and collaboration skills. Foresight and Anticipation.
  • Self directed, able to take initiative and ownership, be a team player and capable of working with minimal supervision.
  • Ability to interact effectively and in a supportive manner with person of all backgrounds.

Accountability 

  • The Bilingual Administrative Assistant is responsible to the Manager of Finances & Administration

 

Working Conditions 

  • Physical requirements include the dexterity to reach, stand, squat, twist, lift light loads, and the ability to do sedentary work.
  • Réseau ACCESS Network services are non-judgmental, stigma-free with a focus on harm reduction
  • Must be flexible to work evenings and weekends.
  • 35-hour work week, approved overtime compensated by time off in lieu.

LIENS – HIV | HEP C – LINKS

website ASO411

phone 1.705.688.0500 (local)

phone 1.800.465.2437 (toll-free)

 

website  CATIE – Hepatitis C & HIV Info

phone 1.800.263.1638

 

website  Canadian AIDS Society

phone 1.800.668.2437

 

website  HIV Legal Network

phone  416.595.1666

 

website  Community Drug Strategy

 

website  ConnexOntario

phone  Drug & Alcohol 1.800.565.8603 

phone  Mental Health 1.866.531.2600

 

website  Gay Men’s Sexual Health Alliance

phone  1.800.839.0369

 

website  HALCO - HIV & AIDS Legal Clinic ON

phone  1-888-705-8889

 

website  LGBT Youth Hotline

phone  1.800.268.YOUTH

 

website  Ontario AIDS Network

phone  1.800.839.0369

 

website Ontario HIV Treatment Network

phone  1.877.743.6486

 

website SWANS

 

website  WHAI

 

website  World Hepatitis Alliance