Client Services Administrator - Supervised Parenting Time

Role: Client Services Administrator

Reports to: Director, Family Justice Services

Location: Head Office (Newmarket, 1220 Stellar Drive)

Position type: Full-Time, 35 hours per week (M - F), Hybrid (required on site Monday & Friday)

Compensation: $26.00 per hour plus vacation, benefits, etc.

Organization Overview

Social Enterprise for Canada (SEC) is a charitable organization started in 1989 and serving York Region, Peel Region and Simcoe County. SEC seeks, secures and delivers a range of public services dedicated to creating communities that exemplify Canadian values of respect, inclusion, diversity, equity and sustainability.

SEC maintains its head office in Newmarket and provides public service signature expertise for immigrants, newcomers, early learning and development, Family Justice Service, Career and Labour market integration through programs such as Supervised Parenting Time, EarlyOn Child & Family Centres, Welcome Centre for Immigrant Services-Newmarket and several Before & After School and Licensed Childcare Programs.

Supervised Parenting Time program provides an opportunity for families to maintain contact with their child(ren) to build and sustain relationships. The Client Services Administrator, will provide administrative support to the Director, Family Justice Services and the two site coordinators.

Key Job Responsibilities:

• Provides administrative support to the Director, coordinators, staff and volunteers.
• Provides and distributes information on agency services and referrals
• Perform daily data entry and use of the Supervised Parenting Time program database, SEC databases and various applications and software
• Updates and maintains database entries for client initial contact information records of all programs and service status.
• Responsible for drafting, reviewing and editing time-sensitive correspondence to be sent to staff, clients, legal counsel and courts
• Responsible for completing screening call and contacting clients to assist them in completing the intake process, schedule appointments and visits
• Follows up with client’s inquiry in a professional, considerate and respectful manner
• Liaise with Children Aid Authorities, Mental Health professionals, Office of the Children’s Lawyer, Family Court officials (Peel & York) and other supporting professionals involved with registering families
• Prepares statistical reports, and compiles information on intake and service activity and submits to partner agencies and General Manager as required.
• Coordinates client payment/fees for services and follows up with client on outstanding payment
• Maintains central filing system, and maintains a supply of labels, service specific information packages, forms and templates
• Updates Centre-specific procedures manuals as needed to provide coordinated administrative functions
• Provides training and orientation to new employees on procedures and policies
• Maintains and coordinates room allocation schedule and activities.
• Prepares and monitors telephone relief schedule, and acts as a backup for reception relief as required.
• Maintain program’s website
• Coordinates and maintains meeting schedules, meetings, agency programs and events as directed
• Maintain and adhere to standards of confidentiality, non-harassment and other Policies
• Other duties will be assigned as necessary
• Ensure effective customer service is maintained through prompt follow up and proper allocation of resources

Requirements:

• Post-secondary education in administration, social services, related field and /or equivalent experience
• Experience in the social services field is an asset
• Experience working with and knowledge of decision-making responsibility, Parenting Time, and contact issues
• Strong organizational and administrative skills to ensure deadlines are met in reporting and responding to staff and clients
• Demonstrated skill at working with culturally diverse populations
• Excellent interpersonal skills; skilled at building rapport and providing high level of customer service both verbal and written; exceptional skills with conflict resolution and setting boundaries
• High level of integrity, confidentially, and accountability
• Ability to respond appropriately in pressure situations with a calm and steady demeanor in the best interest of all parties
• Strong working knowledge of relevant legislation, policies and procedures
• Demonstrated experience and knowledge of MS Office with the ability to prepare and write reports/records and maintain same

Other Requirements

• Clear Vulnerable Sector Screen
• This position may require occasional visits (Sunday’s) to site offices in both York and Peel region to be determined in advanced.

Interested internal candidates should submit a cover letter and resume by email to Ying Lu, Director, Family Justice Services, ying.lu@socialenterprise.ca by Friday, April 12, 2024.

We thank all candidates for their interest, however, only those selected for an interview will be contacted.

Social Enterprise for Canada is an equal opportunity employer. We are committed to working with applicants requesting accommodations at any stage of the recruitment process. Click here to view our full statement on Equity, Diversity and Inclusion.