Administrative Coordinator (Community Clinic)

Our client is a community clinic focused on supporting families and children achieve mental wellness.

This position is primarily on-site , and the office is located in Etobicoke .

About the Organization

Our client is a leading community clinic and mental health centre dedicated to providing support services for children and families, delivering evidence-based treatments, and operating an institute for childhood trauma and attachment.

Their focus is on transforming children's mental health through a continuum of services while maintaining excellence in clinical care.

Position Overview

We are seeking a highly organized Administrative Coordinator to provide administrative, organizational and clerical support to the Director of the Community Clinic, the Clinic Team Managers and Community Clinic clinicians.

The Coordinator is responsible for balancing priorities and planning, monitoring, coordinating projects and all administrative functions as assigned, while ensuring confidentiality of relevant administrative, financial and clinical information.

Duties and Responsibilities as follows-

Administrative Support for Director :

• Provide administrative support such as scheduling using tools like Office 365, Zoom, TREAT and Yellow Schedule.
• Supporting meetings with agendas and minute-taking.
• Communicate on behalf of the Director with staff and external parties.
• Update the job description manual as needed.
• Track learning and development for annual reporting.

General Administration :

• Handle confidential information related to personnel, budgets, and client files.
• Utilize technology skills for creating reports, troubleshooting IT issues, and producing documents.
• Organize meetings, book rooms, prepare agendas, take minutes, and arrange refreshments.
• Maintain records of staff development activities and prepare summary reports.
• Manage program policy manuals and support organization-wide administrative functions.

Client and Community Support :

• Manage communications with clients and the professional community.
• Provide backup at the front desk as needed.
• Respond to client concerns and complaints with tact and diplomacy.

Project Management :

• Manage assigned projects and participate in project teams as appropriate.
• Coordinate special projects, such as event organization and program-specific initiatives.

Onboarding and Training :

• Coordinate the onboarding process for new hires, including scheduling orientations and training on systems.
• Ensure orientation materials are available and up-to-date.
• Provide training on software, room bookings, and client record systems.

Inventory and Resource Management :

• Manage inventory, order supplies, and coordinate office moves.
• Maintain information resources and ensure they are current and accessible.

Financial and Records Management :

• Handle petty cash, track expenses, and reconcile accounts.
• Maintain filing systems, ensuring confidentiality of sensitive information.

Workshop and Group Coordination :

• Support workshops and groups, managing registrations, materials, and logistics.
• Track attendance and update client records as needed.

Learning and Development :

• Stay current with best practices in technology and administrative processes.
• Participate in internal and external staff development activities.

Committee Participation :

• Serve on internal committees to support and uphold administrative standards.
• Participate in special projects, such as preparing accreditation manuals and coordinating events.

Qualifications :

• 4+ years of proven experience in an administrative role.
• Well-developed knowledge of an office environment and sound administrative practices.
• Proficiency in communication, reporting, and maintaining record-keeping and accountability systems.
• Knowledge of programs and services to support clinical practice effectively.
• Understanding of the organizational and legal context to handle enquiries, complaints, and problem-solving.
• Knowledge of financial processes and budgeting.

Skills :

• Superior verbal and written communication skills.
• Diplomacy and tact in handling sensitive material.
• Excellent organizational and problem-solving abilities.
• Broad understanding of personnel and organizational issues to proactively manage challenges.
• Ability to determine appropriate information to share in response to enquiries.
• Sound judgment in referring issues to the Director or relevant staff.
• Proficiency in managing sensitive matters related to clients, policies, and budgets.
• Strong interpersonal skills to establish positive working relationships with staff and represent the agency publicly.

What we offer :

• Excellent benefits package including pension.
• Generous vacation policy and a flexible work environment.
• An inclusive and supportive work culture.
• Opportunity to make a meaningful impact on the lives of children and families.

AIP Connect believes in equal opportunity. Our recruitment consultants are committed to inclusive recruitment and selection practices and will not discriminate based on age, colour, ability, national origin, race, religion, sex, or sexual orientation.

Accessibility : If you need any accommodations during the interview process, please let us know.

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