Children's Treatment Network (CTN)
Location
Richmond Hill, ON | Canada
Job description
What We Do:
Children’s Treatment Network (CTN) supports over 29,000 kids and youth with disabilities and other developmental needs. We provide intake, service navigation and coordinated service planning, assessment and diagnostic services, specialized clinics and rehabilitation services, including physiotherapy, occupational therapy and speech language therapy.
Funded by the Ministry of Children, Community and Social Services, CTN is an Ontario provincial government funded not-for profit organization, that offers services through contracted partners in the education, health and community sectors. Through its innovative network model, CTN’s commitment to providing family-centered care is anchored by an electronic client record that is shared across its partner organizations and provides the foundation for integrated plans of care and services.
Dedicated to creating a vibrant community where all kids, youth and families belong, we have a strong commitment to equity, diversity, inclusion, Indigeneity and accessibility. With this in mind, our goal is a workforce that reflects the communities we serve. We welcome all qualified applicants to apply including individuals with disabilities, those who identify as Black, Indigenous or persons of colour, members of the LGBTQ2S+ communities and others. We are proud to be in compliance with the Accessibility for Ontarians with Disabilities Act (AODA), 2005 and the Integrated Accessibility Standards Regulation. We are happy to honour accommodations at any part of the recruitment process and invite you to let us know how we can help.
What We Offer:
- Competitive compensation including optional participation in the Healthcare of Ontario Pension Plan (HOOPP) and vacation pay entitlement
- An opportunity to contribute to the work of a not-for-profit organization that provides services to kids and youth with disabilities and developmental needs and their families
- The chance to be a part of a culture with an organization that values inclusion, collaboration, responsibility, and innovation
- The opportunity to work with us to achieve CTN’s strategic goals of putting people at the centre of what we do, striving for excellence, fostering a culture of accountability and stewardship to support community needs, and transformation through equitable data-driven service innovation
What You Will Do:
CTN is looking for a temporary, full-time (contract) Administrative Assistant who will provide timely and accurate administrative and operational support services and ensure the coordination of activities for the strategy, communication, and engagement department. The Administrative Assistant manages the coordination and flow of a high volume of information, provides important department/program delivery and analytical support and plans, schedules, manages CTN’s website administration, produces communication products, and coordinates a wide range of activities, functions, and events. This position reports to the Director, Strategy, Communication & Engagement.
Responsibilities:
The successful incumbent will be responsible for the following duties and responsibilities:
Administrative Support
- Assist in coordinating the day-to-day operations of the department/program, providing related administrative support, and serve as an assistant to the departmental Director or assigned Manager
- Serve as the frontline contact for internal/external calls and inquiries to the department/program; triage and track requests as required providing a high level of customer service to internal and external customers/clients
- Maintain departmental calendars; schedule and coordinate meetings, appointments, events, and/or other types of functions
- Manage email, schedule and calendar of the applicable director or manager, and organize any related travel and accommodation requirements and course registrations, etc.
- Provide meeting and program support related to materials preparation, including research, background information, taking and distribution of minutes, recommendation on meeting platforms and digital tools, photocopying and other related activities as assigned
- Provide logistical support for relevant meetings to include event scheduling, meeting room reservations and catering, travel arrangements and booking applicable platform
- Create, compose, and edit technical and/or administrative correspondence and documentation
- Prepare a variety of technical, statistical, financial, and narrative reports, spreadsheets, presentations, letters, memos, and other written correspondence and materials, as required
- Provide support in the development and editing of department/program related policies ensuring they are appropriately tracked and published
- Complete budget related responsibilities for the department/program including tracking and submission of expenses and invoices
- Establish and maintain organized and efficient files and records for the department/program with responsibility for the administration, security, confidentiality, and retention of office files
- Gather, enter, and/or update data to maintain records, files and databases, as appropriate
- Research and recommend administrative tools, best practices and processes for CTN and specific departments as appropriate
- Provide administrative support for special projects as assigned
- Provide back-up support in other administrative areas, as assigned
- Provide administrative support in CTN’s business continuity response, crisis management and/or issues management as assigned
- Provide administrative support for strategy-related documents and practices (e.g., operating plans, key performance indicators, dashboards, etc.)
- Adhere to privacy legislation respecting the privacy of colleagues, clients and families
- Ensure legal compliance to the Employee Standards Act of Ontario, Ontario Health & Safety Act, and other regulations and best practices
- Other duties and projects as required
Communications Support
- Triage and assign communication requests
- Support CTN’s website administration by posting content using a content management system
- Administer CTN’s social media accounts
- Produce communication products including products that require basic graphic design; basic editing and proofreading of communication products and other deliverables
- Pull and collate data and information from digital applications (e.g., website users, open rates, engagement rates, etc.)
What We Need:
- Minimum of a college diploma (2 year program) in office administration or business administration is required
- Minimum of one (1) year of related office administrative experience in healthcare or social services environment Excellent organizational and problem-solving skills and demonstrated ability to prioritize multiple and changing demands
- Demonstrated ability to work independently and accurately in the presence of frequent interruptions and respond to a number of requests for assistance from team members, clients and service providers
- Ability to work as a team using a problem-solving approach; always working to move the team towards the achievement of its goals, build its capacity and create an environment of consensus and collaboration
- Demonstrated business professionalism and commitment to providing excellence in customer service
- Ability to respect and maintain confidentiality at all times
- Proven ability to recognize where sensitivity is required, exercise good judgement, discretion and accountability in all aspects of the role
- Ability to be proactive and anticipate program needs and initiate activities to support the Manager/Director and program
- Highly proficient skills in the use of Microsoft Office and other digital applications
- Experience with graphic design including creating products, knowledge of principles, best practices and emerging trends, as required
- Confidence with digital applications and tools, specifically in relation to design, communication and digital engagement, as required
- Extensive editing and proofreading skills, as required
- Excellent written and oral communications skills with the ability to communicate effectively across the Network
- Ability to work flexible hours in support of requirements that may fall outside of the typical work hour framework
- Knowledge of the children’s service systems in Simcoe County and York Region considered an asset
- Lived experience as a person with a disability or a caregiver of a child with a disability and/or developmental needs is considered an asset
- Ability to communicate in French or other languages considered an asset
- Experience with and understanding of various cultures and cultural communities including Francophone, First Nations, Métis and Inuit (FNMI) communities considered an asset
- Certified First Aid considered an asset
- Demonstrated commitment to a safe environment for staff, clients and families by working in compliance with the Occupational Health & Safety Act and related policies
Selected Successful Candidate Will Be Required To:
- Produce a clear police record check with a vulnerable sector check prior to start of employment
- Be able to travel to assigned office, between CTN sites and/or other locations as required
- Maintain the ability to work effectively in a temporary hybrid environment and have access to appropriate internet capacity
- Any candidate being considered for employment at Children’s Treatment Network (“CTN”) must be able to provide supporting documentation to confirm their eligibility to legally work within Canada. Proof of eligibility includes but is not limited to a social insurance number (SIN), Canadian birth certificate, passport, citizenship certificate, permanent residence card, open work permit, or valid receipt from Immigration Canada of an application for a post-graduate work permit.
Office Location:
Richmond Hill or Barrie
To Apply:
1. Submit your resume to [email protected]
2. Quote Job ID # FB-004 in the subject line of email
Applications are accepted from March 6 – 15, 2024.
Thank you for your interest in this opportunity!
Requirements:
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