Office Co-ordinator
North Shore Community Support Services, Inc.
Elliot Lake, ON

Job Description

JOB SUMMARY:

The Office Co-ordinator will focus on Quality Improvement while assisting with the day-to-day operational activities of supports and services which include general office and administrative supports to the organization in a manner that will assist in the attainment of the goals and objectives of North Shore Community Support Services, Inc.; in accordance with accepted procedures and Board of Directors policies. The Office Co-ordinator will closely work with, provide administrative support and is directly accountable to the Executive Director.

RESPONSIBILITIES:

1. DATA QUALITY CONTROL AND QUALITY IMPROVEMENT: ~40%

Following E-QIP – the Excellence through Quality Improvement Project - to build skills and implement quality improvement mechanisms with staff to assure they are providing the best possible care, treatment and supports. In doing so, increase accountability to government, funders, compliance with the quality reporting under Ontario’s Excellent Care for All Act (ECFAA) and most importantly – the individuals and families we serve.

  • Designs, coordinates, and conducts quality control audits within CRMS and IAR,

including the preparation of monthly statistical reports and uploads of IAR as

required;

  • Analyzes audit results and provides information to the Executive Director and staff

for training and compliance;

  • Develops and implements action plan (training sessions) to orient and train new

staff in CRMS and IAR. Fixes discrepancies discovered during audits in the data

base including recommending global fixes to the software provider and specific

data entry fixes to program staff;

  • Writes clearly and informatively, edits work for spelling and grammar, presents

numerical data effectively, able to read and interpret written data;

  • Utilizes tools, I.e. Lean, to implement continuous improvement: incremental

improvement of processes, or services over time, with the goal of reducing waste to

improve workplace functionality, customer service, or product performance;

  • Recommends and implements adequate quality assurance standards;
  • Trains staff and leads Implementation of Ontario Perception of Care Tool for Mental

Health and Addictions;

  • Maintains management information systems and updates electronic databases.
  • Other duties as assigned, which could include, but is not limited to visual editing,

resolving edit errors, running edit reports.

2. SUPPORTS AND SERVICES: ~30%

The Office Co-ordinator plays a definitive supportive role in the implementation and daily operation of Program supports and services, working in close collaboration with all program staff, volunteers and users of services and supports. Ensures that all guidelines are being followed and adheres to the overall mission and values of the organisation.

  • Coordinates daily team ‘huddles’, takes and distributes meeting minutes and

communicates office activities, health regulations and general trouble shooting;

  • Maintains event dates and coordinates event activities with staff. Maintains roster of

participants and schedules, promotes events through media releases, direct

mailings, phone calls and social media interactions. Assists in event development

and fundraising; Follows up on event results;

  • Maintains/creates mailing list of program/corporate supporters and provides

electronic lists to program staff as appropriate;

  • Ensure the safe and adequate operation of all office equipment and support staff,

volunteers and clients in their use;

  • Assist staff with the input and maintenance of CRMS and IAR as requested;
  • Supervises program volunteers and students as directed;
  • Promotes organizational and individual success through ongoing support,

encouragement, empowerment, and effective teamwork to enhance loyalty and

productivity;

  • Updates and maintains website and all other online information networks (FB,

Blog etc.);

  • Has a well-defined sense of diplomacy, including conflict resolution and people

management skills;

  • Answers and manages inbound telephone inquiries, routes calls as necessary,

circulates mail, email and faxes;

  • Assists in the management of security, such as assignments of keys and alarm

codes for approved people and safe storage of program supplies and equipment;

  • Builds strong relationships with local organizations and agencies to foster

collaboration and mutual support;

  • Communicates and presents a positive and professional image of the organization

to all users of services, family members, volunteers, visitors and staff, interacts in a

non threatening and respectful manner.

3. GENERAL OFFICE AND ADMINISTRATIVE SUPPORTS: ~30%

  • Organizes and maintains files in an accurate and efficient fashion;
  • Performs all duties including typing, preparing agendas for

meetings, directives, confidential reports and grant proposals;

  • Upkeep of the membership files/databases (corporate and client);
  • Arranges appointments and schedules Board meetings and events;
  • Completes required forms/spreadsheets and submits them on time;
  • Plans and develops organizational events;
  • Prepares employee/volunteer/student orientation packages;
  • Assists with developing and maintaining standard operating procedures and

facilitates reviews and updates of policies;

  • Ensures compliance with French Language Health Services requirements;
  • Takes minutes at meetings as required;
  • Prepares and posts content on the NSCSS website and conducts basic

document review for quality control prior to posting;

  • Accounts for all office supplies and manages stocks, maintains equipment

Manuals and registrations;

  • Investigates and recommends new equipment systems for the office

environment;

  • Provides primary word processing support for all staff including developing

and revising NSCSS document formatting standards and templates.

  • Provides support to the Executive Director’s office as required;
  • Communicates effectively with executive director, board members, program

staff, members, clients, volunteers, students and the public;

  • Performs other administrative, clerical and secretarial tasks as assigned or

needed by North Shore Community Support Services, Inc.

  • Maintains professional competence by attending appropriate continuing

education, telephone conferences, workshops, seminars and by individual

study;

  • Performs related duties as required.

ABILITIES

  • Keenly detail-oriented, ability to manage multiple projects with varying deadlines;
  • Ability to communicate effectively in writing and verbally in both official languages.
  • Ability to remain calm and poised in urgent situations and able to prioritize;
  • Ability to maintain a high level of accuracy in preparing and entering information;
  • Ability to maintain the strictest confidentiality;
  • A demonstrated ability to work effectively, both independently and as part of a

team, in a demanding work environment that experiences frequent pressure;

  • Must be well-organized and flexible to handle multiple tasks and learn job

responsibilities efficiently and quickly;

  • Strong knowledge of office procedures and practices;
  • High level of critical and logical thinking, analysis, and/or reasoning to identify

underlying principles, reasons, or fact;

  • High degree of resourcefulness, flexibility and adaptability;
  • High level of PC literacy, including intermediate to advanced knowledge of MS
  • Office software and Microsoft 365;
  • Experienced in working within a progressive non-profit organization;
  • Demonstrated excellence in organization and time management skills;
  • Quick study and willing to learn new things;

QUALIFICATIONS

  • A Post Secondary Diploma in Business Administration, or relevant discipline, is preferred, will consider a minimum of 3 years of related work experience and a Bachelor’s degree or minimum 5 years of related work experience and an Associate’s degree. Work experience should be preferably in an administrative or project coordination position;
  • Accredited Quality Assurance Certification from community college or accredited

training program and 2-3 years experience is a definite advantage;

  • Quality inspection, auditing and testing experience;
  • Experience with implementation of corrective action programs;
  • Knowledge of Lean & Continuous Improvement tools & concepts is a must;
  • Bilingualism (French/English), verbal and written, required;
  • Familiarity with HTML code preferred, but not required;
  • Experience working in a rehabilitation facility would be considered an asset;
  • Excellent verbal, writing, arithmetic, organizational and interpersonal skills;
  • A working knowledge of mental health issues;
  • Go-get-‘em attitude;

PERSONAL ATTRIBUTES

1. Maintain strict confidentiality;

2. Be honest and trustworthy;

3. Be respectful;

4. Be friendly;

5. Possess cultural awareness and sensitivity;

6. Be flexible;

7. Demonstrate sound work ethics;

8. Be loyal and fair;

9. Have a GOOD sense of humour.

ACCOUNTABILITY

To the Executive Director

Job Type: Full-time

Education:

  • AEC / DEP or Skilled Trade Certificate (Preferred)

Language:

  • English (Required)
  • French (Required)