Reporting to: Supervisor, Adoption
Classification: Full-Time Permanent; 35 hours weekly, union
Type of Posting: To Fill a Vacancy
Salary Range: Union Grid, Band 2, $45,864 – 54,412 per annum
Starting Date: As soon as possible
Application deadline: 11:59pm, June 22, 2025. Applications will be reviewed on an ongoing basis.
Application Procedure: Apply through the Career section of our website: https://hccas.ca/
MISSION
Guided by Catholic values and teachings, we serve and offer bilingual (English/French) service to children, youth and families within the Hamilton community to protect their safety and well-being, strengthen families and nurture lifelong relationships.
The Catholic Children’s Aid Society of Hamilton is committed to having a workforce that is reflective of the diversity of the city of Hamilton and strongly encourages applications from all qualified individuals, especially those who can provide different perspectives and contribute to a further diversification of ideas.
Qualified candidates must have the skills and knowledge needed to work with an increasingly diverse population as well as knowledge of inequities, how they are perpetuated, and the skills to address them, specific to the requirements of the job.
We are currently seeking a Unit Assistant-Adoption to join our team on a full-time permanent basis.
The Unit Assistant-Adoption will perform their duties with a high degree of personal and professional integrity, while building collaborative relationships and partnerships with all individuals based on mutual respect.
The Unit Assistant-Adoption is responsible for ensuring all duties are carried out in alignment with the mission and vision of the Society, with a commitment to social justice.
JOB DUTIES
1. Manage adoption provider inquiries through manual tracking of all inquiries, CPIN entry of all inquiries.
2. Manage all adoption provider applications including provider registration in CPIN, requesting and tracking all internal/external record checks, preparing, sending and tracking all references, uploading all home-study documents, maintaining manual adoption waiting list.
3. Prepare placement package for all adoption placements, maintain manual placement list for statistical purposes and ensure placements are entered into CPIN.
4. Prepare and send Ministry registration package after adoption placement according to legislative time frames.
5. Prepare all finalization documents for Ministry and Courts including Adjustment Report of the child in the Home (ARCH) and court continuing record. Liaise with Ministry and Court as required. Arrange for OCL appointments as required. Maintain manual finalization list for statistical purposes. Prepare finalization package for adoptive parents once order is received, liaise with adoptive parents as required and create post adoption identity in CPIN.
6. Prepare all permanency funding agreements, targeted subsidy agreements and standard subsidy agreements for signature and maintain subsidy binders and statistical tracking sheets.
7. Liaise with adoptive parents and birth parents re: ongoing letter/picture exchange post finalization. Open Other Child Welfare files (OCW) in CPIN. Maintain statistics on all post adoption contact.
8. Assist as required in preparation for Extended Society Care review for children on adoption probation.
9. Acts as back up to reception as required by the Agency
1. Performs a variety of administrative tasks supporting social workers and supervisors in the assigned units including, but not limited to:
a. Prepares reports, documents, maintains current file information and filing system, data input in various Agency software systems, and general office administrative routines, such as distributing incoming mail and faxes, printing reports etc.
b. Takes minutes of meetings, prepares correspondence from dictation or other means, and prepares contracts/agreements.
c. Proofs and edits correspondence, transcribes phone messages as case notes for workers and supervisors.
d. Orders and maintains adequate supplies of office supplies and Ministry forms for the Unit.
2. Assists and coordinates in providing intake telephone coverage during overflow periods, ensures case notes are prepared and responds to inquiries. Screens staff telephone calls and determines urgency; providing assistance where possible and/or referring callers to the appropriate staff member.
As directed: opens, closes and transfers case files, ensuring that contents are current, and data is filed in the Agency software system. Creates and maintains desk manuals of duties (Standard Operating Procedures) and special assignments performed.
4. Requests and expedites documentation from doctors, dentists and schools for children and ensures files are up to date and complete.
5. Assists in the preparation of files for affidavits, disclosures, transfers and audits.
6. Assists staff with troubleshooting issues with computers, photocopier, fax machine and/or printer problems.
7. Assists in unit new staff orientation: sets up mailboxes, organizes and sets up desk, provides office supplies and clarifies procedures for the work area, explains internal and external mail procedures, use of photocopier, fax, shredding procedures etc.
8. Attends unit meetings, participates regular supervision and in the evaluation programs.
9. Contributes to problem solving and to the improvement of administrative practices of the unit and the Agency.
10. Maintains confidentiality of all files, documents and materials.
11. Provide administrative support to other units, including switchboard/reception relief and coverage as required
QUALIFICATIONS/SKILLS
1. College Diploma in Administration or post-secondary certificate/diploma in a business or administrative program or equivalent.
2. 3-5 years’ working in an administrative capacity, with switchboard/reception experience.
3. Preference for 2 years related or direct experience with a Child Welfare agency or not-for-profit agency providing administrative support to professionals who assist children or clients in need.
4. Knowledgeable of the Child, Youth and Family Services Act to ensure compliance with legal requirements and agency policy, procedures and standards.
5. Ability to accurately transcribe phone messages and voicemails into detailed contact logs.
6. Demonstrates a respectful, compassionate demeanor, using tact, sensitivity and diplomacy when dealing with others.
7. Demonstrated competence in problem solving and conflict resolution
8. Ability to be decisive and effective under pressure and to perform tasks efficiently and using initiative and judgment in a fast-paced environment. Seeks assistance when appropriate.
9. Excellent organizational, coordination and time management skills to determine priorities, act in a timely manner and complete administrative duties within strict deadlines and with managing several assignments simultaneously.
10. Excellent verbal and written communication skills that are concise, professional and accurate.
11. Ability to work independently, jointly, co-operatively in consultation with other people, professionals and teams. Maintains effective communication and working relationships with Agency staff, clients and stakeholders.
12. Knowledge and commitment to anti-oppressive/anti-racist philosophy.
Additional Requirements for this Position:
· Computer literate with demonstrated proficiency in Microsoft office and proprietary child welfare systems and programs.
- Demonstrates a commitment to, and work ethic in leadership and role models behaviours that demonstrates the Mission and Vision of the Catholic Children’s Aid Society.
- Able to affirm and integrate in the delivery of services the Society values which reflect the Agency’s Catholic faith, heritage, culture and traditions.
- Respectful and compassionate demeanor.
· Bilingual French/English is an asset.
- At the time of hire, documents required will include:
- Acceptable Vulnerable Sector Police clearance
- Provincial Child Protection Record Check
The Catholic Children’s Aid Society of Hamilton is committed to having a workforce that is reflective of the diversity of the city of Hamilton and strongly encourages applications from all qualified individuals, especially those who can provide different perspectives and contribute to a further diversification of ideas.
The Agency is inviting applications from qualified individuals who self-identify as being part of one or more of the under-represented equity groups. During the online applications process, applicants will have the opportunity to complete the online questionnaire to indicate if they self-identify as being part of an equity seeking group. Answering the questionnaire is voluntary. If the questionnaire is not completed by an applicant, they will not be considered as being from an equity seeking group.
Catholic Children’s Aid Society of Hamilton is committed to ensuring a unbiased selection process that values equity, diversity and inclusion and reflects the Hamilton Catholic community that we serve.
In order to minimize interviewer bias we have incorporated the following into our selection process:
- We will have our interview panel score written assignments blind to eliminate bias
- We will seek out recent examples on behavior-based questions during the interview process
- We will review a candidate’s lived experience during the interview and when assessing staffing needs
- We provide accommodations in accordance with AODA and the Ontario Human Rights Code
- We will hold your application in strict and professional confidence
We are an equal opportunity employer and are committed to building on inclusive process that respects the dignity and independence of people with disabilities. If you require a disability related accommodation in order to participate in the recruitment process, please inform Human Resources at the time when you are invited for an interview.
Job Types: Full-time, Permanent
Pay: $45,864.00-$54,412.00 per year
Benefits:
- Casual dress
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Vision care
- Wellness program
Schedule:
- Day shift
- Monday to Friday
Work Location: In person
