Corporate Services Administrative Assistant

WellFort is seeking a Corporate Services Administrative Assistant to join our team!

This is a hybrid position, working on site at least 3 days per week. This work arrangement may change at the organization's discretion with with appropriate notice.

COMPANY

WellFort Community Health Services is a non-profit, values-based organization based in Peel Region. We provide a wide variety of comprehensive care including interprofessional primary care, dental, mental health, care for people experiencing homelessness and chronic disease management with a focus on illness prevention, health promotion and community development. With a mission to provide high quality health care for all, WellFort is a respectful, caring, and inclusive organization.

POSITION SUMMARY
Reporting to the Senior Director, Operations or their designate, the Corporate Services Administrative Assistant position provides administrative support to the Operations, Finance and People & Culture teams. Provides back up to the Executive Assistant and Board Liaison role in supporting the CEO and the Board and supports Accreditation preparation.

RESPONSIBILITIES

PEOPLE AND CULTURE

• Serve as the first point of contact for internal employee inquiries by managing incoming requests, assigning tickets to appropriate HR team members, support the full cycle recruitment process including manage and track new job posting forms, post vacancies on job boards, screen candidates and review resumes to match applicant skills with job requirements, schedule interviews with hiring managers, communicate interview decisions with candidate, conduct reference checks and completing offer letters
• Assist in new staff orientation and onboarding process including preparation of materials and tracking employment related documents to ensure completion of employment file
• Maintain accurate employee records in the HR Information System (HRIS), including tracking updates, issuing changes, and ensuring data integrity and confidentiality. Maintains database of People and Culture Guidelines, Policies & Procedures. Ensures new/revised HR policies and related HR Forms are uploaded to SharePoint for reference by all employees when required.
• Provide administrative and clerical support for human resource functions on various projects as required
• Maintenance of organizational chart across the entire organization
• Undertake other duties as required and assigned.

HEALT AND SAFETY:

• Participate as a member in the JOHSC
• Train employees on safety, company policies and procedures, and regulations pertaining to employee safety
• Work with health and safety committee and managers to ensure all employees are aware of the dangers and hazards of the job and are well trained on how to work safely
• Coordinate mandatory trainings for employees such as WHMIS, AODA, Bill 168, Bill 132, First aid and CPR, mask fit testing etc.

FINANCE:

• Matching invoices with Purchase orders from program and corporate services leaders
• Overseeing the accurate reporting and sign off by CEO of credit cards purchases by leaders on a monthly basis
• Supporting payroll activities as required from an administrative perspective
• Ensures process for appropriate level of approvals across spending and procurement practices in alignment with financial policies and support the maintenance of documentation of the alignment with policies
• Support the annual financial audit process by creating and maintaining required process and reporting documentation

LOGISTICS

• Supports meeting preparation and minute taking, meeting preparation, calendar invites, gathering reports, compiling meeting agenda packages, posting meeting materials and sending meeting reminders in a timely manner
• Prepares and distributes accurate meeting minutes and actions items in a timely manner
• Supports HR and Leadership in Organizational Wide events, seasonal activities and all staff meetings
• Creates and updates Presentations for Senior Leadership on Corporate Services and Client Services Initiatives as required
• Maintenance and logistics management of all site supports such as kitchen and office supplies
• Ordering of supplies, printing, maintenance and other services as requested
• Controlling of inventory and arranging ordering of organizational supplies in compliance with WellFort’s Financial policies

Other

• Provides back up to the Executive Assistant and Board Liaison role in supporting the CEO and the Board
• Support Accreditation planning and supports on a regular basis
• Other duties and responsibilities as may be assigned from time to time.

QUALIFICATIONS, EXPERIENCE & SKILLS

• Post-secondary education in Human Resources Management, Office Administration or Business Administration, and at least three years of experience in a similar level role preferably in a non-profit environment, or an equivalent combination of experience and training.
• Experience working as an administrative support to senior management
• Experience working in a value based non-profit or social services organization.
• Excellent time management skills
• Experience with financial statements and budgets is an asset
• Experience supporting an HR functional area is an asset
• Excellent communication skills, including experience with report writing, newsletters, research and creating flyers.
• Strong attention to detail, proactive and process-oriented working style.
• Excellent communication and organizational skills, able to manage competing priorities and deadlines in a fast paced environment
• Advanced knowledge of software programs such as MS Office (including Word, Excel, Publisher, Outlook, ADP and financial systems).
• Excellent initiative skills with the ability to make independent, efficient decisions
• Collaborate effectively in a team environment.
• Ability to be discreet with confidential and time sensitive documents and materials
• Excellent interpersonal skills with a positive client-oriented attitude
• Demonstrated ability to work independently and interdependently in an interdisciplinary team environment
• Ability to speak languages relevant to the residents of the organization’s community is an asset.
• Access to a vehicle and ability to move between WellFort locations on a daily basis

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APPLY

WellFort prioritizes candidates from marginalized communities, including Indigenous, racialized, 2SLGBTQIA+ persons, newcomers, and those with lived/living experience of drug use or houselessness. We invite applicants to indicate relevant identities in their cover letters.

Accommodations are available throughout the hiring process.

To Apply: Send your resume and cover letter to [email protected], quoting “AA0825” in the subject line.
Salary Range: $46,373 - $54,697

VACCINATION REQUIREMENT

As a condition of employment, new staff must be fully vaccinated against COVID-19 or provide proof of exemption under the Ontario Human Rights Code.

Job Types: Full-time, Permanent

Pay: $46,373.00-$54,697.00 per year

Benefits:

• Company pension
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Experience:

• Not for profit organization work: 1 year (preferred)

Work Location: Hybrid remote in Brampton, ON L6T 3J1