Central West Specialized Developmental Services Looking for Administrative Assistant (Full-time) – Front Desk at Oakville, ON Full Time

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POSITION OBJECTIVE

Position will support Health Services / Dual Diagnosis Service.

· To provide reception, clerical and administrative services for the Regional Dual Diagnosis Service at CWSDS by receiving visitors and telephone calls to the office, distributing incoming mail, organizing and responding to routine correspondence, typing reports and consultations, performing data entry, performing filing, team meeting minutes, and performing general administrative duties as assigned..

RESPONSIBILITIES:

· Receiving visitors, determining the nature of their business, and notifying the staff member of their arrival of visitors.

· Answering telephone calls at the reception switchboard, usually on the office’s “general inquiry” line. Responding to callers’ general queries while not discussing any “restricted” subjects. Referring complex or “difficult” queries to the appropriate staff.

· Noting and relaying messages provided by callers or visitors for staff members who are absent or otherwise engaged.

· Receiving, sorting and distributing incoming mail to appropriate staff member/desk.

· Liaising with clinical staff to keep them informed of bookings and to verify available dates/times that can be booked.

· Team Meetings – booking meeting rooms, distributing materials and taking and transcribing minutes, as requested.

· Maintaining general filing of materials, as assigned. Maintaining the filing of clinical records; keeping files secure.

· Requesting office supplies and toner for copier machine and printers. Ensuring proper stocking levels.

· Maintaining the internal telephones and extensions list up to date.

· As assigned, using/updating a database, such as e-mail address lists, mailing lists, and address labels.

· Using Microsoft Office applications to type reports, consultations, letters, memos, and e-mail.

· Preparing standardized responses/formats, such as acknowledgements; updating forms and templates.

· Types dictated consultant reports.

· Other duties as assigned.

QUALIFICATIONS:

· College Diploma in business administration, office administration or equivalent.

• Minimum 2 years of related experience, preferably in a social services environment.
• Strong written and verbal communication skills.

· Knowledge and understanding of the developmental services sector an asset.

· Advanced ability in the use of Outlook and Microsoft Office and other office automation software.

· Proven superior organizational and time management skills.

· Demonstrated ability to maintain confidentiality.

· Demonstrated ability to adapt to a changing environment.

· Positive attitude and flexible approach.

· Demonstrated ability to act proactively and to work independently.

· Demonstrated ability to quickly prioritize and resolve critical issues, as well as an ability to multi-task in high-pressure situations.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Central West Specialized Developmental Services will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

Job Types: Full-time, Permanent

Salary: $21.08-$23.04 per hour

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site childcare

Schedule:

Ability to commute/relocate:

• Oakville, ON: reliably commute or plan to relocate before starting work (preferred)

Education:

• Secondary School (preferred)

Experience:

• administrative assistant: 1 year (preferred)
• receptionist: 1 year (preferred)