Administrative Assistant (2023-203-Cc)

Employment Type
Full Time, Bargaining Unit
Work Hours
35 hours/week
Work Setting
Onsite – Limited Opportunities to Work Remotely
Salary
External Rate: F7 - $46,584
Internal Rate: F8 - $47,535
Application Deadline
Open until filled
Program Overview – First Step to Home, Community Care
First Step to Home (FSTH) is a transitional support program with housing for men 55 years and up who have been housing insecure or street involved, experiencing mental health and/or addictions issues, and geriatric challenges. First Step to Home provides transitional housing in furnished bachelor units as part of program participation. The First Step to Home team is comprised of health care professionals who work collaboratively, within a harm reduction and recovery-based framework to support participants to gain skills needed to make a successful transition to a more stable, healthier and independent lifestyle.
What You Will Do

• Sign- in and book new ES walk-in clients with Employment Services team.
• Purchase office supplies, PPE & cleaning supplies.
• Perform lock up and alarm duties in accordance to established procedures.
• Following up with daily bread and second harvest to promote positive relationships.
• Work effectively with other team members to address resident and building issues.
• Coordinate the foodbank waitlist and current clients who receive food from the program, ensure they are on the list and have their reference number.
• Complete a detailed participant activity log & shift exchange, reporting any incidents, occurrences, health and safety risks, status of resident community, resident interpersonal conflict.
• Provide training to volunteers regarding accepting, packing and distributing food bank.
• Ensure printers have enough paper and toner, and ensure printer area is tidy.
• Admin or data entry tasks for the ES team when needed.
• Add clients to pirouette, ensure relevant information including phone number and address are included.
• Inform the ES staff about new walk-ins and other ES clients who are coming to meet staff on-site.
• Support the ES clients at the resources/computer area to use computers/printers, or help.
• Maintain front door signage about office hours, upcoming events or closings.
• Understand risk management procedures and respond professionally and appropriately; Respond to all emergency situations, such as managing a resident emergency (e.g. illness, fire in the unit or building), or emergency that affects building operations (e.g. elevator breakdown, power failure).
• Work with the neighbourhood police officers to de-escalate crisis situations.
• Provide Coordination for the Food Bank; oversee volunteers and food bank clients, report and enter statistics, respond to community inquiries.
• Assist in group programs, data collection and input, preparation of statistical reports, reception services, and administrative and clerical support.
• Receive deliveries, including mail and packages.
• Respond to inquiries from First Step to Home, Financial Empowerment, and Employment Services.
• Screen and provide guidance to contractors, provide access to units and ensure work orders are updated.
• Carry out appropriate First Aid responses, when necessary.
• Provide reception services to staff, community members and residents.
• Provide direct support, screening, information and referrals to WoodGreen/community programs.
• Monitor activities in the common areas and the outside perimeter of the building through the security cameras/visual inspections and respond appropriately.
• Ensure the zero-guest policy is enforced at all times.
• Attend important trainings and meetings for Food Bank and the Drop in Network.
• Oversee the line-up structure and documenting whether a client received their food.
• Help with organizing ES events: job fairs, open houses, and other employment/community events.
• Communicate with FSTH workers and be up to date with their programs and activities should a FSTH participant inquire.
• Re-direct any visitors and respond to issues appropriately.
• Respond/refer clients to other programs or services in the community.
• Provide complaint documents to clients, explain how it works, accept the document once completed, and bring it to team meeting to discuss.
• Ensure the offices are neat and tidy and perform monthly Health and Safety Inspections.

What You Bring to the Team

• Diploma or Degree in Social Services & Administration.
• Effective September 7, 2021, all newly hired employees will be required to provide proof that they have completed an approved course of vaccination against COVID-19 at least 14 days prior to commencing employment or provide documentation to support an exemption based on grounds covered by the Ontario Human Rights Act (i.e. Medical exemption).
• 3+ years of experience working with older adults and/or seniors with mental health, addictions issues, and street involvement.

What Will Set You Apart

• Knowledge of geriatric/aging issues and community resources and various systems in Toronto.
• Ability to work independently within established agency policies and procedures.
• Demonstrated use of good judgment and experienced team player.
• Experience dealing with aggressive behaviours and de-escalation and boundary setting skills.
• Competency with using computers, databases, and web-based applications.
• Knowledge of harm reduction approach and mental health act.
• Interact effectively with high risk, marginalized, and vulnerable individuals.
• Conflict resolution and crisis intervention skills.
• Written, oral, and interpersonal communication skills.

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