Program Support -Operations, Oxford Site - Jobs in Woodstock, ON

Job Description

Program Support - Operations, Oxford SiteFull-time, Permanent (benefited)Woodstock, Ontario- Application Deadline: January 20, 2022-JOB SUMMARY: This position performs duties and will have responsibilities consistent with directly supporting local leadership, operational functions and administrative and reporting requirements for the Oxford & East Middlesex region. Additional responsibilities will include supporting the administrative and clerical support functions to ensure that services are provided in an effective and efficient manner.The successful candidate must have a Police Vulnerable Sector Check (PVSC) that was completed within the last six months. For candidates who require a request letter in order to apply for a police check, request letters will be provided for candidates that move forward from the interview stage of the recruitment process.POSITION DETAILS: Wage - Starting rate $19.86 per hourHours of Work - Hours are generally 8:30am to 4:30pm, Monday to Friday, with one unpaid hour for lunch. These hours may vary on occasion.Benefits - After a 90-day waiting period, the candidate will be enrolled in the extended healthcare benefits plan.Pension Plan - This candidate will be enrolled in the Healthcare of Ontario Pension Plan (HOOPP).PRIMARY RESPONSIBILITIES: Program Administration:

• Provides administrative support and assistance to the Regional Director and the Regional Manager of Oxford & East Middlesex, as well as the Leadership working from the Oxford & East Middlesex site locations. This will include assisting with the development and maintenance of correspondence, documentation requirements, procedures, forms, reports, meeting preparations and minute taking, etc.
• Maintains accurate files and ensures that paperwork is completed for other areas within the organization
• Liaises with other program support employees as needed for employee training, HR information, scheduling, projects, etc.
• 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.
• Perform other duties and responsibilities consistent with role

Program Operations:

• Handle the ordering and inventory of office supplies and some maintenance products
• Provide assistance with the Rav 4 transportation program as required (problem solving scheduling issues and other matters as they arise)
• Monitor staff Outlook calendars which have been shared with Reception for safety / scheduling purposes
• Assist with room booking enquiries, when necessary
• Control and manage the keys and fobs to the building as well as security alarm access and orient new employees to security processes
• Provide support with incoming Incident Reports and Education Requests/Co-ordination
• Provide onsite basic IT support as needed

Human Resources:

• Provides on site Staff support for HR related questions & concerns
• Promotes and facilitates effective, positive communication and staff dynamics
• Mentors positive behaviour, including open communication, respect, professionalism, and serves as a positive role model to employees
• Assists Regional Manager to ensure employee compliance with all legislative and accreditation requirements for health and safety
• Assists Program Managers, Regional Manager and Team Leaders to ensure program coverage as needed for planned and unplanned employee absences
• Provides mentoring and support to employees to problem-solve and manage challenging situations
• Promotes a strong culture of health and safety, including ensuring that health and safety bulletin boards are maintained at all sites and coordinating safety and health supplies
• Provide assistance to Programs staff with regard to the use of office technology such as computers and database functions while liaising with IT personnel

Team Work:

• Work collaboratively with co-workers to provide a seamless, person-centered approach
• Support Leadership team where needed
• Participate as an active member of a multi-disciplinary team
• Attend and actively participate in staff and group meetings
• Coordinate work, as needed, with co-workers
• Act as a resource to other staff
• Seek out and listen to input from other staff
• Provide support and encouragement to other staff as needed, (e.g., assistance with challenging individuals, coverage for vacation, sick time)
• Share responsibility for work loads
• Contribute to a positive team environment
• Other duties as required

Orientation and Training:

• In collaboration with the Regional Manager, Oxford & East Elgin assists in the development of site orientation programs for new staff, including materials to be covered, method of presentation, and supporting employees to complete all site orientation training
• Provides site orientations to new employees and ensures that training requirements are completed for new employees
• Works with the Human Resources team to update, maintain, and ensure annual training requirements are completed by all employees in a timely manner
• Monitors “training tracking” database and assists to keep HR informed of up to date information for “training tracking” database

QUALIFICATIONS: Vaccination RequirementsCMHA Thames Valley Addiction & Mental Health Services requires that all staff members be fully vaccinated against COVID-19, with the rare exemption of those individuals who cannot be vaccinated due to permitted approved exemptions (medical reasons or religious grounds as recognized in the Ontario Human Rights Code). Proof of full vaccination or approval of exemption, will be required; further details will be provided to those candidates moving forward in the recruitment process.Required Qualifications:

• Post-secondary education or equivalent work experience
• Superior oral and written communication skills
• Extensive working knowledge of MS Office Professional and strong computer skills
• Self-starter work ethic
• Able to prioritize
• Able to work independently
• Able to liaise with other departments, staff and committees
• Valid driver’s license and occasional access to a vehicle
• Current, clear Police Vulnerable Sector Check (PVSC)

Preferred Qualifications:

• CHRP, CHRL designation, or working towards designation preferred
• Demonstrated judgment, problem-solving, and organizational skills
• Flexibility and adaptability to changing needs and circumstances
• Min. 1- 2 years’ experience in not-for profit agencies
• Knowledge of mental illness and co-occurring complex issues

Application Deadline - January 20, 2022: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.caF5qd1U3HQYJob Type: Full-timeQuick Apply

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