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Administrative Assistant 

Full-Time/Part-Time Full-Time  
Status Permanent (35 hours/week). In-person, based in Ottawa.  
Opportunities Available Includes comprehensive health/dental benefits, paid vacation, HOOPP (Pension Plan) and more. Start date: Immediate  
Category Parent-Child and Youth Services  
Open Date 9/20/2022  
Close Date  

Are you someone who is:

  • Super organized and attentive to details?
  • Great team player and communicator?
  • Tech savvy with social media, virtual platforms, and software applications?
  • Really good at designing and putting in place admin procedures?
  • Want to support diverse programs that make a difference to children, youth, and families?
  • Ready to play a key role on a multidisciplinary team?

**This could be the position for you!**

The Administrative Assistant provides general administrative and specific Parent-Child and Youth Services Program-related services to the team and to the Program Director.

Program-Related Activities

  • Supports smooth flow of daily team operations:
    • Supports the logistics and administrative aspects of ongoing and new projects and programs (e.g booking dates, location, poster/flyer development for program promotion, promotion of programs internally/externally, draft agreement when required, community space rental).
    • Maintains work schedules for specific programs, organizes relief staff when other staff are absent.
    • Ensure all program/client information required for program delivery is inputted in various EMR/database platforms in a timely manner, per program requirement.
    • Supports appropriate systems for communication flow within and among teams.
    • Develops program calendars, flyers, and communicate with Executive Assistant to maintain program information up to date on the CCHC web site/relevant social media. 
    • Provides support to team members to use EMR efficiently and accurately.
    • Acts as a resource to all program staff with photocopier, facsimile, telephone, and computers as a Key User, and assists with training when new upgrades and changes are introduced.
    • Supports staff recruitment and team on-boarding process of new team members.
    • Coordinates staff activities for the team (e.g., team meetings, retreats, educational meetings, etc.). 
    • Coordinates on-going team training logistics (e.g. childcare training, mandatory trainings).
    • Coordinates purchases and invoicing for the team; prepares RFPs, POs, and invoices for the Program Director.
  • Provides administrative support to the Program Director in various areas, including:
    • Composing routine correspondence such as cover letter, memos, and other relevant material for internal and/or external distribution;
    • Reviews out-going material for ensure accuracy of relevant materials and contacts for the distribution list;
    • Assists with special projects as assigned (e.g. Team Newsletter; Team procedure and policy manual).
Position Requirements


  • Secondary school diploma.
  • Secretarial Certificate or equivalent relevant work experience in a primary or mental health care clinic/social services settings required.
  • Post-secondary school diploma or degree in office or business administration an asset.
  • Additional training in computer software applications and relevant administrative skills.

Professional Experience

  • Three to five years administrative experience with progressive responsibility; preferably in a health/social services setting.
  • Experience with administration support to health and social services professionals (e.g. maintaining client files, working reception equipment, booking appointments).
  • Experience providing administrative support services including:
    • Developing efficient admin procedures, managing information systems (filing, records, inventory), coordinating meetings and events, recording and transcribing minutes.
  • Experience in a non-profit, community-based organization.
  • Experience and interest in working with multidisciplinary teams of health/social services professionals.

Key Competencies

  • Excellent organizational skills and attention to detail. 
  • Excellent planning and developing skills.
  • Excellent interpersonal and communication skills.
  • Knowledge of and proficiency in general office procedures and practices.
  • High level of organizational and time management skills in a fast-paced environment. Demonstrated ability to prioritize, to be flexible, to meet deadlines.
  • Demonstrated ability to model “client-centred” service delivery.
  • Demonstrated ability to work in a diverse, multi-cultural, multi-disciplinary team environment.
  • Demonstrated proficiency in the use of computers and various software and communication applications, including Microsoft Office, Google Suite, Google Classroom, EMR, Canva Pro, Zoom, Mailchimp, Eventbrite , Facebook, Twitter and Instagram.

Linguistic Profile

  • This position falls within Carlington CHC’s designation under the French Language Services Act of Ontario.
  • Fluency in English is required.
  • Fluency in French is required at Level (Advanced) for oral expression/comprehension and Level (Advanced) for written expression.
  • Fluency in another language relevant to our client population is an asset.

Personal Suitability

  • Sensitivity to the needs of marginalized and diverse clientele.
  • Commitment to health promotion concepts, strategies, and philosophy.


  • Availability to work regular evenings and occasional weekends if required.
Salary Range $22.74/hour - $26.72/hour  
Reports to Director of Parent-Child and Youth Services  
Position Administrative Assistant  
Post Internal Days 0  
Created By Brittany Bourdon  
Number of Openings 1  
Exempt/Non-Exempt Non-Exempt  
Req Number PAR-22-00020  
Location 900 Merivale and Community locations  
About the Organization Carlington Community Health Centre is a non-profit organization that puts today's most pressing health care challenges at the heart of their service delivery. We turn to the best professionals and employees to help improve the health and well-being of our community. We build trusting relationships with our clients and deliver quality services through a wide range of health and social services to parents and children, youth and teens, adults, and seniors.

We look to help community members resolve problems and advance concerns in the community by providing organizational support and advocacy assistance to local groups and associations.

Our mission is to improve, support and promote the health and well-being of the people and diverse communities we serve!
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

CCHC is committed to equity, diversity and inclusion. We welcome and encourage applications from the BIPOC, LGBTQ+ communities and persons with disabilities.  
French Job Description None Specified 

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