Leadership Administrative Support, Housing

Full-Time, Permanent (Benefitted)

London, Ontario

• Application Deadline: June 27, 2023 -

This position performs duties and will have responsibilities consistent with directly supporting the Supportive Housing Leadership Team. Tasks will comprise of a variety of operational functions, administrative and human resource support, as well as meeting reporting requirements for all of Supportive Housing programs. Additional supportive responsibilities include administrative and clerical functions to ensure that Supportive Housing programs are provided in an effective and efficient manner.

Administrative duties are completed directly with the Director Supportive Housing - Independent and Youth where they are primarily responsible for developing schedule rotations, scheduling staff, approval of leave requests, payroll administration and coordination of staff coverage for multiple 24/7 staffed programs within the Supportive Housing Department. Additional roles include, assisting managers with screening, interviewing and communicating with candidates for employment, coordinating meetings among Supportive Housing leadership, generating reports and agenda minute taking at the internal and external leadership level.

Successful candidates must have a Police Vulnerable Sector Check completed in the last six months. Interested applicants who reside in the City of London and are in need of a Police Vulnerable Sector Check (PVSC) are encouraged to apply for one as soon as possible as PVSCs in the City of London are currently taking approximately 2 weeks to be processed and offers of employment cannot be made without receipt of a PVSC.

Consider revitalizing your career and making a difference in your community by joining our team!

WHAT WE'RE OFFERING:

• What you'll be making - $19.86 - $22.88 per hour (Program Support II Grid).
• What your benefits will be - After a 90-day waiting period, will be enrolled in health care benefits plan
• The above are initial rates; with grid increases as per policy
• Your pension plan - Will be enrolled in the Healthcare of Ontario Pension Plan (HOOPP)
• Internal staff members will be placed on the appropriate grid based on their current rate of pay, up to Level 8 of the grid (see Intranet Policy -
• When you'll work - 70 hours over two-week period. Monday to Friday 8:30am-4:30pm

PSLRTA Notice - This posting characterizes this position as currently non-union/unionized under the Elgin/Oxford Collective Agreement. However, please be aware that the organization on September 29, 2022, a vote was held as a result of an application by the Organization under the Public Sector Labour Relations Transition Act. The result was that employees voted to award OPSEU bargaining rights for all employees. Until such time as a new collective agreement is finalized, current terms and conditions of employment and existing, applicable collective agreements, if any, will remain in force and effect.

HOW YOU WILL BE MAKING A DIFFERENCE:

Support for Program Initiatives:

• Works cooperatively and effectively with others to make decisions to enhance organizational effectiveness
• Undertakes self-directed tasks when necessary
• Works with the Director, Managers and staff to create and revise systems and program procedures by analyzing operating practices, record-keeping systems, forms consistency and assists to implement change.
• Assists with written reports and proposals with regard to the Supportive Housing Department including the expansion and/or modification of services, and to meet documentation and reporting requirements of funding and accreditation bodies
• Works with the Director and Mangers to ensure effective communication within the programs
• Anticipates, understands and responds to the needs of staff to ensure smooth operation of services
• Acts as a communication liaison within Supportive Housing and other organization programs, as well as between other stakeholders and partners

Administrative Support:

• Assists with coordinating and/or compiling accurate and comprehensive regular and special statistical reports to meet organization and LHIN/Ministry requirements
• Prepares and reviews program material, forms, presentations, literature and promotional materials
• Prepares and maintains various departmental reports, policies and procedures, meeting preparation, etc
• Provides accurate minute-taking for steering committee level leadership collaboratives both internally and externally and ensures that minutes are submitted to the appropriate leadership members in a timely manner.
• Provides support to Supportive Housing staff with regard to equipment and supply needs
• Maintains accurate files and ensures that paperwork is completed for other areas within the organization
• Prepares and maintains various departmental reports, policies and procedures, meeting preparation, etc.
• Provides administrative support and assistance to the Director, Managers, and Supportive Housing staff, including assisting with the development and maintenance of departmental correspondence, documentation requirements, procedures, forms, reports, meeting preparations etc.
• Provides accurate minute-taking at meetings, including Supportive Housing Leadership meetings and ensures that minutes are submitted to the Director in a timely manner
• Assist Leadership with collecting, reviewing and confirming of regular monthly paperwork including timesheets, mileage claims, education sheets, time off requests, for approval sign off and processing

Human Resources Support:

• Assists Managers in maintaining an appropriate pool of relief staff
• Take lead to ensure program coverage as needed for planned and unplanned employee absences consulting with Managers and Director if required
• Regularly performs bank report audits to ensure approval for time off and payroll is completed with accuracy.
• Conducts and scores internal and external interviews screening with potential candidates for positions within Supportive Housing
• Follow up with successful candidates for positions within Supportive Housing around police vulnerable screening and credentials, etc.
• Registers staff for professional development opportunities and tracks professional development for Supportive Housing staff
• Coordinates IT requirements and schedules organization orientation, and program orientation for new hires
• Conducts telephone interviews with potential candidates for all positions within Supportive Housing
• Conducts interviews in collaboration with Managers for relief staff
• Coordinates relief staff coverage in advance on approved time off requests for monthly schedules
• Maintains interview tracking database of interviewees and contacted applicants
• Organizes reference checks for potential candidates for relief positions and reviews results with Managers
• Enters and verifies bi-weekly timesheet data in HRIS before Director signs off and updates templates for all areas in Supportive Housing
• Documentation of minutes and included in all management level meetings and many discussions up to and including investigation, disciplinary and performance management concerns regarding staff
• Creates monthly staff schedules for each program in Supportive Housing in consultation with Manager or Director
• Maintains, approves and denies vacation requests as a delegate in HRIS for all Supportive Housing staff

Training Support:

• Registers staff for professional development opportunities and tracks professional development for Supportive Housing staff
• Assists Human Resources in compiling staff lists for internal organizational training or functions and registers staff as required
• Provides assistance to Supportive Housing staff with regard to the use of office technology such as computers and database functions while liaising with IT personnel
• Performs other duties and responsibilities consistent with role
• Other duties as required
• Develops Outlook and technology training for all staff and will provide thorough training and refresher training to Supportive Housing staff, as required

WHAT YOU'LL NEED TO APPLY:

Police Vulnerable Sector Check Requirements

Successful candidates must have a Police Vulnerable Sector Check completed in the last six months. Interested applicants who reside in the City of London and are in need of a Police Vulnerable Sector Check (PVSC) are encouraged to apply for one as soon as possible as PVSCs in the City of London are currently taking approximately 2 weeks to be processed and offers of employment cannot be made without receipt of a PVSC.

We require the following qualifications:

• Valid Ontario driver’s license and access to a vehicle
• Proof of current Police Vulnerable Sector Check
• Ability to attend work regularly
• Post-secondary education or equivalent work experience, in a related field (primary proof of education will be required within the first month of employment)

We prefer the following qualifications:

• Demonstrated judgment, problem-solving, and organizational skills
• 1 years’ experience in not-for-profit agencies
• Extensive working knowledge of MS Office Professional and strong computer skills
• Knowledge of mental illness and co-occurring complex issues
• Able to work independently
• Self-starter work ethic
• Superior oral and written communication skills
• Able to prioritize
• Experience facilitating group and individual training sessions
• Flexibility and adaptability to changing needs and circumstances
• Knowledge of Human Resources Fundamentals

Physical Requirements:

• Computer and desk work for extended periods of time

INTERNAL APPLICATIONS: To be considered as an internal applicant, current staff members are reminded to apply using their @cmhatv.ca or @slwar.ca email address.

Get your application in by – June 27, 2023:

Our recruitment process allows us to learn about your previous work experience, your qualifications and your commitment to fulfilling our vision. While we appreciate the interest of all applicants, only those individuals being considered for a position will be personally contacted by someone from the interview team.

We welcome and encourage applications from all members of our community including persons of any gender, gender identity, gender expression, or sexual orientation, persons with disabilities, Indigenous persons, and members of visible minorities. If you require accommodations related to a disability at any point during the recruitment process, please contact

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