Office Administrator

Description:

• Collaborates with the Executive Office, teams and outside partners to manage the smooth running of SRCHC, this involves problem solving, decision making, communication with staff, property management, and outside agencies.
• Creates & documents procedures related to operations of the facilities that are communicated to staff to ensure understanding of the processes that enable the smooth running of the Centre.
• Supports day-to-day facility management by communicating with property management, and outside agencies and reporting directly to Director OHS
• Oversees the management of facility keys, FOB access and building security including security codes for all staff and Executive Team, camera footage, door access, etc.
• Oversees hazardous waste disposal and ensures SRCHC is compliant with necessary legislation
• Coordinates office and renovation related projects as well as new site set up; maintaining project time-lines, minutes and internal and external communication including contractors, etc.
• Acts as a liaison between external Property Management and SRCHC
• Maintains up to date & shared contact list of all site-specific and facilities contacts
• Oversees office equipment inventory, researches and purchases office supplies and equipment
• Acts as back-up for the Executive Assistants for Board and Leadership Support – must be on site if Executive Assistants are on vacation, sick or away from the centre
• Has access to all Board and Leadership confidential information, Human Resources and Finance documentation and checks CEO and VP-Strategy & Systems email as required with full access to Senior Leadership Team calendar permissions and postal mail in Executive Assistants’ absence
• Member of AGM Planning Committee along with Leadership and Executive Assistant, and works with Executive Assistant to plan, coordinate and executive the AGM (membership mail-outs, facilitating board recruitment process, coordinating election process and publication of AGM presentations) according to SRCHC By-laws
• Receives Incident Reports including confidential client and staff information and updates summary information related to Health & Safety Incidents
• Prepares incident report summaries for the Leadership Team and Board of Directors
• Assists in various projects in which administrative support is required. e.g. reports, proposals, presentations, grants, meetings, letters, Board, etc.
• Coordinates the administration, reconciliation and distribution of petty cash, food cards and TTC.
• Collaborates with the Executive Office to coordinate meetings for SRCHC Board, leadership, management and staff (booking rooms, organizing food and refreshments, preparing confidential materials for Board and Leadership discussions) including, when applicable, in camera minutes
• Maintains and updates policy manuals, formatting as required
• Coordinates the destruction of confidential materials as required
• Supports administrative functions in whatever capacity necessary
• Directly supports facilities and office related committees as it relates to space, cleaning and site related initiatives by creating agendas, taking minutes, participating in meetings and completing follow up items as assigned
• Member of the Joint Occupational Health and Safety Committee, Medical Emergency Pandemic Group, Infection Control Committee & Space Planning
• Participates as a member of the administrative team and facilitates regular team meetings as required
• Supports the work of the OHS team, contributing to all planning activities
• Supports the operational side of larger initiatives where applicable, such as community vaccination clinics
• Participates on agency committees/events as appropriate
• Other duties as assigned