Services & Program Secretary

Location:

• Main Location: AccessPoint on Jane (761 Jane Street, Toronto ON)
• You may be required to work at any other Access Alliance sites

Short Description: 

Access Alliance Multicultural Health and Community Services (AAMHCS) is a Community Health Centre that aims to improve health outcomes for the most vulnerable immigrants, refugees, and their communities. We do this by facilitating access to services and addressing systemic inequities. The Centre envisions a future in which diverse individuals, families and communities can achieve health with dignity.

This is an exciting position for a person who is looking to have an impact in our operational systems to achieve maximum efficiencies while getting experience in a community setting in a team environment.

The position will be based out of the Access Point on Jane (APOJ) location. Reporting to the Director, Community Programs and Partnership Development, the Services & Programs Secretary will be responsible for providing key aspects of hub administration as well as community programs support. Working with an interdisciplinary team, the Secretary is committed to providing excellent customer service and maintaining cooperative working relationships in a team context in support of the agency’s goals, vision and objectives.

Detailed Description:

Responsibilities

• Perform front and back office administrative and program support
• Responds to needs and issues of key stakeholders (anchor partners, community members and clients, staff, volunteers, students) as directed
• Maintain program resources, equipment and supplies management systems
• Handles and keeps track of petty cash and credit card usage
• Processes invoices, ensuring quick submission to finance office; dealing with vendors as required; maintaining centralized vendors lists, licenses and permits
• Manages key aspects of security systems including orientation of staff, security cards and keys, main contact for security company, arms and disarms system as required
• Problem solves around routine facility related matters
• Responsible for site specific occupational health and safety issues
• Assist in the coordination and organizing of community events and meetings as directed
• Maintain program administrative systems including room booking and reporting centralized food and supplies ordering inventory
• Maintain program communications systems for the hub (health education displays, information boards, mailing lists, info screen, etc.
• Support the maintenance of program data base and statistical records and prepare data reports as directed
• Scheduled front desk shifts as well as provide relief reception as requested
• Other duties as required 

Skills and qualifications

• College diploma in Office Administration or related field with combination of education and relevant work experience
• Minimum 1 year of experience working in a community health setting and/or community hub 
• Excellent keyboarding skills and the ability to type at least 65 words per minute
• Proficient in Outlook, Word, Excel, and Desktop publishing
• Excellent communication skills, both written and verbal
• Good understanding of barriers faced by newcomers and knowledgeable about community programs and services available to them
• A second language reflective of the agency’s client population is preferred
• Excellent customer service and interpersonal skills
• Excellent organizational skills and demonstrated ability to multi-task and work under pressure in an ever-changing environment
• High degree of initiative, judgment and problem-solving abilities
• Ability to work independently with minimal supervision
• Ability to working in a culturally competent manner with diverse communities low-income, multi-racial and multi-lingual communities
• Ability to move partition walls and lift program materials as needed
• Must be able to work some evenings and Saturdays

Duration: Permanent

Salary: $37,904 – $45,325 Annual

Hours: Fulltime, 35 hours/week

Bargaining Unit position: United Food and Commercial Workers, Local 175

Classification: Secretary

Access Alliance offers comprehensive group benefits coverage, annual vacation entitlement, cumulative sick leave entitlement, employee assistance programs. Access Alliance is a HOOPP employer.  

Please be advised that our organization requires all staff, students, and volunteers to be fully vaccinated. Proof of Covid-19 vaccination can be obtained from the Ministry site.

Application Method:

With “Services and Program Secretary” in the subject heading, please send your resume and cover letter by 5:00 p.m. on July 15, 2024 to:  

        by E-mail:           jobs@accessalliance.ca

        by Regular Mail:  Hiring Committee, Services and Program Secretary       

                                       Access Alliance Multicultural Health and Community Services

                                       340 College Street, Suite 500, Toronto, ON, M5T 3A9 

No phone calls please.

AAMHCS is a community-based organization that operates from a pro-choice, anti-oppression, and participatory framework.  In your cover letter, we invite you to articulate why you wish to work with Access Alliance, and in what ways did you wish to put your skills, experience, and education into action for this role and for Access Alliance at this time. Knowledge of the neighbourhoods we serve and how agency values would be integrated in your day-to-day work may be interview questions.

We thank all applicants for their interest but only those selected for an interview will be contacted.  Please note that a criminal background check and Vulnerable sector check will be conducted for this position as a condition of employment.

We are committed to a workforce reflective of the diversity of the City of Toronto and the communities we serve. We encourage applications from those who provide different perspective and contribute to diverse ideas including those from racialized and 2SLGBTQI+ communities.

AAMHCS is an inclusive and equal opportunity employer committed to providing accommodations for applicants upon request at any stage of the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Applicants need to make their needs known in advance.