Accountability:
Protection Supervisor
Job Summary:
The Administrative Support role will provide dedicated support to Waywayseecappo Child & Family Services Inc. staff. The Administrative Support responsibilities will be wide-ranging from the list of responsibilities below:
Responsibilities will include, but not limited to:
- Answers phones in a courteous professional manner and directs incoming telephone calls to appropriate person/s.
- Displays good written, verbal, computer and email etiquette communication skills.
- Records all incoming calls/walk-in-office contacts.
- Receives visitors in a prompt, cordial and professional manner.
- Assists visiting staff from other offices as required.
- Assists with coordinating schedules to avoid conflicts with any training or staff meetings.
- Has knowledge of who is in the building and their whereabouts for safety & health purposes.
- Has knowledge and understanding of the “Administration Health & Safety Guidelines”
- Tracking of employee whereabouts, in the office when they arrive and leave throughout the day.
- Takes and relays messages promptly.
- Ensures the reception area is maintained in a clean and orderly condition.
- Ensures coverage when leaving the reception area
- Functions as an effective member of the Team.
- Ensures familiarity with Agency Safety and Health protocols and reporting requirements
- Distributes incoming mail, and processes outgoing mail (if applicable, opens, date stamps, records).
- Ensures that purchase orders and business accounts are dealt with promptly and professionally and are kept in an orderly manner.
- Makes arrangements for transportation.
- Keeps track of boardroom, alternate boardrooms (possibly off-site) and family visit room bookings.
- Assists WWCFS staff with lunch arrangements for meetings and family visits, etc.
- Updates the bulletin boards.
- Provides training to clerical temporary support staff.
- Assists programs and/or staff members with faxing, photocopying, word processing, and other duties as assigned.
- Checks fax machine in the morning and regularly throughout the day and distribute them as required.
- Maintains confidentiality when carrying out assignments.
- Ensures that the identity and confidentiality of clients is not being compromised when talking on the phones.
- Ensures any Agency documentation is not left in view on desk, unprotected or visible to unauthorized people.
- CFIS Data Entry; Accurately enter and update case information in the Child and Family Services Information System (CFSIS), including client personal details, case notes, family assessments, service plans, and case progress.
- Intake Module Data
- Financial Data Entry
- Knowledgeable in NetSuite
- Reconciliation of Financial Expenses and Transaction
- Other duties as required and assigned.
Qualifications:
- Minimum Certificate in Administration field, with training/experience in office procedures or a combination of relevant education and experience will be considered
- Must have computer knowledge and skills in MS Excel, MS Word and Outlook
- Administrative background and typing skills with a minimum of 40 words per minutes and accuracy
- Good administrative and organizational skills
- Must have excellent interpersonal and writing skills
- Must have pleasant and professional personality and telephone manners
- Must be able to work independently but also be able to work as part of a team
- Must have an appreciation of First Peoples’ traditions and culture
- Ability to speak Ojibway would be a definite asset
- Must be able to travel and have access to reliable transportation
- Must be able to work flexible hours
- Must be willing to complete a criminal records and child abuse registry checks
- Successful completion of a current Criminal Record Check with the Vulnerable Sector
- Prior Contact Check & Child Abuse Registry Check
Knowledge Requirements:
- Respect for, sensitivity towards, knowledge and understanding of Ojibway culture, traditions and teachings.
Special Skills:
- Strong professional ethics.
- Excellent organizational, administrative and planning skills.
- Excellent research skills.
- Excellent problem-solving and conflict resolution skills.
- Excellent analytical skills.
- Excellent oral and written communication skills
- Excellent time management skills.
- Excellent computer skills with MS Office and CFSIS
- Proven ability to develop, lead and work within a senior-level team environment.
- Ability to build consensus.
- Ability to meet deadlines and work flexible hours.
- Ability to adapt to and manage change.
- Proven ability to work with First Nation people and communities.
- Ability and willingness to support both traditional and contemporary healing practices.
- Commitment to understanding and supporting the Waywayseecappo CFS service delivery model and organizational and service policies.
- Ability to work with confidential and sensitive information.
- The ability to understand and speak Ojibway is a definite asset.
Work Site Location
Brandon location.
Physical Demands and Work Environment
While performing the duties of this job, Administrative Support will typically be in an office setting. Administrative Support is frequently required to operate a computer, file and retrieve written documents, and work overtime when required or during emergencies. The physical demands include, but are not limited to, standing, sitting, walking, lifting, carrying, reaching, handling, kneeling, crouching, and bending. Some travel will be required.
The administration of employees and service demands can be emotionally challenging. As a result, this position is more emotionally challenging than physically challenging. Extended periods of sitting are required when performing administrative tasks and attending meetings.
Non-physical demands include work environments where the noise level is usually entirely moderate but may occasionally be loud. The nature of the position may expose Administrative Support to moderate levels of tension when dealing with issues. The level of tension is usually moderate, with high tension occurring occasionally.
Technology & Equipment:
Computer, photocopier, telephone, fax machine and cell phone.
Supervisory Responsibilities:
There are no direct reports to this position.