ADMINISTRATIVE ASSISTANT, DISCLOSURE SERVICESINFORMATION MANAGEMENT DEPARTMENT
This position performs administrative support functions on a Disclosure Services Team within the Information Management Branch.
MAJOR RESPONSIBILITIES
- Screens and responds to general telephone inquiries from clients (occasionally dealing with upset and demanding clients), staff, volunteers and external parties, e.g. police, service agencies and government departments. Relays messages, records details and refers to appropriate individual. Personally responds to routine calls e.g. procedures for requesting access to or disclosure of information, form completion etc.
- Accesses and updates information using the Child Protection Information Network (CPIN).
- Types from written information a variety of material such as memos, letters, reports, schedules, lists, documents, and minutes. Occasionally composes correspondence.
- Conducts, in an efficient manner, accurate record searches to create Intakes based on information provided by workers.
- Prepares reports and statistical records using database/spreadsheet applications.
- Opens, sorts, and distributes mail and faxes. Photocopies, scans, faxes and mails material as required. Prepares bi weekly Service Returns.
- Creates and updates referrals using the agency’s Case Management System. Processes and prioritizes the flow of requests to and from the Records Department. Maintains electronic record to track requests.
- Opens files. Closes, strips and forwards files to the Records department.
- Participates in team meetings and when required, in other branch or Agency meetings; take minutes at meetings as required.
- Acts as back-up to other clerical positions when required.
- Acts as a support to staff with computer training and use of computer applications, as necessary.
- Advises Supervisor of any problems in execution of administrative and team responsibilities and participates in the planning for resolution of problems.
- Acts in accordance with and incorporates Society's Code of Ethics, Confidentiality, Anti-Oppression/Anti-Racism, Harassment & Discrimination policies, etc.
- Uses sound judgment in consideration of financial resources.
- Complies with Society’s financial policies and procedures.
- Performs other tasks as required.
- Works in a safe manner in accordance with the Society’s health and safety policies and procedures and all relevant legislation
QUALIFICATIONS
Education and Experience
- Secondary School Diploma, plus 2 years recent administrative experience.
- An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
Knowledge and Skills
- Minimum keyboarding speed of 45 wpm.
- Proven computer proficiency, including experience with Microsoft Word, Excel, Access and Adobe or other pdf tools, AS400, CPIN and document management software.
- Ability to work patiently with a variety of clients.
- Ability to work co-operatively with administrative staff, specialty staff and legal services staff.
- Excellent telephone manner.
- Accurate and pleasant communications skills.
- Ability to cope with job pressures originating both internally and externally.
- Ability to work independently.
- Excellent organizational skills, flexible and ability to adapt to the changing needs of the team and the branch.
- Ability to initiate, prioritize and problem-solve, and to cope with conflicting demands and frequent interruptions.
Assets
- Proficiency in a second language.
OTHER INFORMATION
Accommodation at CAST
We are committed to a selection process and work environment that is inclusive and barrier free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants need to make any accommodation requests for the interview or selection process known in advance by contacting the Human Resources Department at 416-924-4640 x2300. Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.
Equity Hiring Strategy and Application Process
The Children’s Aid Society of Toronto (CAS of Toronto) is committed to building a skilled workforce that reflects the population of Toronto as well as the diverse communities we serve. Our Equity Hiring Strategy is deemed to be a Special Program under the Ontario Human Rights Code.
For this specific career opportunity, to support our Equity Hiring Strategy, CAS of Toronto is inviting applications from qualified individuals who self-identify as being part of one or more of the following under-represented groups:
During the online application process, applicants will have the opportunity to complete the Employment Equity questionnaire, to indicate if they self-identify as being part of one or more of the above under-represented groups. Answering the questionnaire is voluntary and all responses will be kept confidential and used only for the purposes outlined in this program. If the questionnaire is not completed by an applicant, they will not be considered as being from an equity seeking group.
The information collected will help us identify qualified applicants from the listed under-represented groups for this specific opportunity as part of our Equity Hiring Strategy. In addition, information provided will be used to understand the diversity of candidates that apply to roles within CAS of Toronto. A summary of the responses to this questionnaire will be used to help assess application trends and inform the development of enhanced and future recruitment programs which are equitable and accessible.
Qualified applicants who are interested in this opportunity can apply for position by submitting their application consisting of a cover letter and resume by clicking the Apply button below (at https://www.torontocas.ca/careers), fax (416-324-2400), or mail (30 Isabella Street, 5th Floor) to the attention of Human Resources.
Applications for this position must be received NO LATER THAN 11:59PM ON FRIDAY JULY 5, 2024.
Internal applicants will be considered first in accordance with the CUPE Collective Agreement and the Equity Based Hiring Strategy.
Please note: Applications will be reviewed on an ongoing basis throughout the posting period. Early submission is recommended. We thank all applicants for their interest; please note that only those who are under consideration will be contacted.
Job Types: Full-time, Permanent
Pay: $59,023.00-$68,325.00 per year
Schedule:
Work Location: Hybrid remote in Toronto, ON
Application deadline: 2024-07-05