Leadership Administrative Support, Housing
Full-Time, Permanent (Benefitted)
London, Ontario
- Application Deadline: June 22, 2025-
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 - Congregate 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.
The Successful Candidate for this role will have the option to support this position at either our Elgin or London location, with some flexibility regarding patrial work-from-home arrangements.
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 - $25.30-$29.12 per hour (Specialized Admin Grid).
The above are initial rates; with grid increases as per policy
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 - http://bit.ly/CompensationPolicyPg16)
When you'll work - 70 hours over two-week period. Monday to Friday 8:30am-4:30pm; Potential for rotating weekend shifts
What your benefits will be - After a 90-day waiting period, will be enrolled in health care benefits plan
Your pension plan - Will be enrolled in the Healthcare of Ontario Pension Plan (HOOPP)
HOW YOU WILL BE MAKING A DIFFERENCE:
Support for Program Initiatives:
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, 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.
Works with the Director and Mangers to ensure effective communication within the programs
Works cooperatively and effectively with others to make decisions to enhance organizational effectiveness
Undertakes self-directed tasks when necessary
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:
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.
Assists with coordinating and/or compiling accurate and comprehensive regular and special statistical reports to meet organization and LHIN/Ministry requirements
Maintains accurate files and ensures that paperwork is completed for other areas within the organization
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 at meetings, including Supportive Housing Leadership meetings and ensures that minutes are submitted to the Director in a timely manner
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.
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
Prepares and maintains various departmental reports, policies and procedures, meeting preparation, etc
Provides support to Supportive Housing staff with regard to equipment and supply needs
Human Resources Support:
Maintains, approves and denies vacation requests as a delegate in HRIS for all Supportive Housing staff
Creates monthly staff schedules for each program in Supportive Housing in consultation with Manager or Director
Coordinates relief staff coverage in advance on approved time off requests for monthly schedules
Enters and verifies bi-weekly timesheet data in HRIS before Director signs off and updates templates for all areas in Supportive Housing
Assists Managers in maintaining an appropriate pool of relief staff
Conducts telephone interviews with potential candidates for all positions within Supportive Housing
Conducts interviews in collaboration with Managers for relief staff
Maintains interview tracking database of interviewees and contacted applicants
Conducts and scores internal and external interviews screening with potential candidates for positions within Supportive Housing
Organizes reference checks for potential candidates for relief positions and reviews results with Managers
Follow up with successful candidates for positions within Supportive Housing around police vulnerable screening and credentials, etc.
Coordinates IT requirements and schedules organization orientation, and program orientation for new hires
Take lead to ensure program coverage as needed for planned and unplanned employee absences consulting with Managers and Director if required
Registers staff for professional development opportunities and tracks professional development for Supportive Housing staff
Regularly performs bank report audits to ensure approval for time off and payroll is completed with accuracy.
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
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
Develops Outlook and technology training for all staff and will provide thorough training and refresher training to Supportive Housing 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
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:
Post-secondary education or equivalent work experience, in a related field (primary proof of education will be required within the first month of employment)
Valid Ontario driver’s license and access to a vehicle
Proof of current Police Vulnerable Sector Check
Ability to attend work regularly
We prefer the following qualifications:
Demonstrated judgment, problem-solving, and organizational skills
Flexibility and adaptability to changing needs and circumstances
1 years’ experience in not-for-profit agencies
Superior oral and written communication skills
Extensive working knowledge of MS Office Professional and strong computer skills
Knowledge of Human Resources Fundamentals
Experience facilitating group and individual training sessions
Self-starter work ethic
Able to prioritize
Able to work independently
Knowledge of mental illness and co-occurring complex issues
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 22, 2025:
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 Human.Resources@cmhatv.ca
