Full Time Administrative Assistant

Bethesda, long considered to be a leader within the Developmental Services sector in Ontario, offers a work environment that is supportive and team based. Our organization has been the recipient of various awards including Human Resources Director Canada Best Places to Work and Canadian Occupational Safety's 5-Star Safety Cultures 2023. We offer competitive wages, industry leading benefit plan and defined benefit pension plan (HOOPP), company perks such as retail discounts and a Bethesda Rewards Program.

We value respect, diversity and inclusivity, collaboration and providing compassionate quality care. We are looking for candidates who share our values.

Bethesda is currently recruiting for Full Time Administrative Assistant. This position will be based in Thorold.

Working to uphold Bethesda’s vision, mission and quality of client the Administrative Assistant provides administrative support for various departments throughout Bethesda.

Key Job Responsibilities

• Attend meetings, prepare and distribute minutes and meeting notices for various programs.
• Assist with meetings including room preparation, ordering meals and refreshments.
• Assist with the coordination of workshops/conferences involving advertising, registrations, payment processing, handout preparation, room bookings, and communication with hotel site staff to ensure itinerary is followed
• Researching and knowledge gathering as requested.
• Create PowerPoint presentations and advertising information
• Edit newsletter, receive articles, and develop layout as well as ensuring grammar and spelling are correct
• Maintaining office supplies
• Order office supplies and other items
• Review and submit payroll to managers and approve on their behalf.
• Typing bi-weekly and monthly Behaviour Support Plan Evaluations.
• Prepare Case Conferences for all programs.
• Prepare Health Care Plans and Evaluations.
• Prepare Progress Reports every four and eight months.
• Assist Management as needed with various tasks (filing, sending out memos/e-mails, etc.)
• Managing calendars for various teams within the organization.
• Register staff for seminars and workshops, book hotel rooms and flights as needed.
• Management of staff phone lists and Next of Kin lists for various programs.
• OHIP billing.
• Maintain departmental files.
• Prepare files for new clients.
• Type Client Discharge Plans as required.
• Type and organize Orientation Manuals for clients upon discharge.
• Log referrals for various programs and prepare files and distribute accordingly.
• Type and distribute Intake Reports.
• Maintain an updated forms binder.
• Transcribe Doctor’s notes, annual physicals and any other correspondence.
• Typing as required for appropriate programs (i.e. menus, procedures, memos, forms, charts, etc.).
• Copy and distribute incident reports, physical restraints, serious occurrences, Behaviour Intervention Plans, Behaviour Support Plan evaluations, minutes, progress reports, case conference reports, etc. for the above programs and distribute accordingly.
• Distribute interoffice courier.
• Provide computer assistance and support to staff, when necessary.
• Provide reception duties at various locations.
• Complies with Bethesda policies and procedures relating to health and safety.
• Responsible for reporting all health and safety concerns immediately following the Internal Responsibility System.
• All other duties as assigned.

Qualifications

• College Diploma in Office Administration preferred.
• Minimum of two years experience in a similar administrative support role.
• Experience working within a multi disciplinary team.
• Proficient with Microsoft Office.
• Valid Driver’s License.
• Professional Communication Skills: professionally represents the company through strong communication skills, both oral and written.
• Teamwork: excels at working with others and communicating with a team to provide the most effective support to clients.
• Problem-Solving: able to navigate challenges and barriers, always looks for potential pitfalls and risks to help mitigate problems ahead of time, and knows when to ask for help.
• Proactive: anticipates and solves problems and issues before they are brought to your attention.
• Fluent in French an asset

Bethesda will provide, upon request, accommodation to the materials and processes used in the recruitment process in accordance with the accessibility for Ontarians with Disabilities Act, Integrated Accessibility Standards.

We thank all applicants for their interest but regret that only those considered for an interview will be contacted.