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Job description:

At Stewart Homes, we believe that medically fragile and developmentally disabled children and adults can receive 24-hour care without missing out on the warmth and comfort of a home setting. For over forty years, our 200+ staff have been supporting children and young adults who are medically fragile with complex care needs. We presently have over 80 residents at our eleven staffed homes in Peterborough and Pickering. We are fully licensed by the Ontario Ministry of Community and Social Services, and the only fully CARF Accredited OARTY member providing services for medically fragile children in Ontario.

Each of our residences is a small community. Children and young people living with us are usually here for extended periods, often well into adulthood. Our residences become their homes in every sense of the word. Our staff are a diverse team who are enthusiastic about providing warm and friendly homes for our residents.

We are currently seeking an experienced Administrative Assistant to join our Pickering office team. This is a Part-Time position with competitive compensation.

Our Mission

To provide high quality residential care and social inclusion for medically fragile, physically and developmentally challenged children, young people, and adults in homelike, community settings staffed by qualified, experienced staff.

Our Vision

Stewart Homes will be recognized as the very best residential care facility in Ontario for medically fragile and developmentally challenged children, young people, and adults, an exemplary employer for all of its employees, and a credit to its community.

Our Values

Dignity, Advocacy, Integrity, Empathy, Excellence

At Stewart Homes we are committed to a diverse and inclusive workforce that represents the many different cultures and backgrounds of those in our care and in our community.

Reporting to the Manager of Finance and Administration, the successful candidate will be responsible for reception duties, providing general support to our management and supervisory teams, and providing basic IT support to our office and programs.

Major Responsibilities

Reception and General Administrative Duties:

Carries out some or all of:

• Reception duties including answering phone, maintaining general email accounts, greeting visitors, sending and receiving faxes or other correspondence, receiving and distribution mail;
• Typing and formatting of documents, taking and distributing minutes, preparing of reports as necessary;
• Maintaining office, employee, and resident files (both paper and electronic);
• Maintain general office equipment and systems including copiers, fax machine, scanners, phone and voicemail;
• Organizing and attending meetings and training sessions; preparing agendas, memos, arranging catering and offsite location bookings;
• Drafting and circulating announcements and memos as requested; typing and formatting of documents, taking and distributing minutes, preparing of reports as necessary;
• Liaising between regional offices and with admin team including preparing interoffice couriers, attending administrative meetings, requesting and sharing documents and other information from/with Pickering office;
• Acting as main contact for outside contractors as necessary such as cleaning companies, phone, cable and internet providers;
• Assisting Management and Supervisor team with projects as required;
• Maintaining office supplies including purchasing and distribution;
• Coordinating bills to be submitted for payment and assisting managers with same;
• Providing assistance to management team with day to day purchasing and record keeping including accepting purchase receipts and reconciling company VISA statements;
• Tidying and light cleaning of main office and common areas as needed;
• Assisting with the planning of company events;
• Running errands;
• Other related duties as assigned.

IT Duties:

Carries out some or all of:

• Providing basic IT support to residences and office including troubleshooting and testing problems, replacing minor equipment and calling for service as directed;
• Setting up workstations with computers and necessary peripheral devices (routers, printers etc.);
• Completing monthly computer maintenance to ensure all software is up to date and computers are protected.
• Checking computer hardware (mouses, keyboards etc.) to ensure functionality;
• Troubleshooting basic computer issues;
• Providing orientation and guidance on how to operate new software and computer equipment;
• Referring complex IT issues to the Manager of Finance and Administration, as required;
• Identifying computer or network equipment shortages and referring to the Manager of Finance and Administration, as required;
• Other related duties as assigned.

Knowledge and Skills Required

• Professional, responsive, and positive work attitude is essential;
• Excellent verbal and written communication skills;
• Good diagnostic and problem-solving skills;
• Excellent computer skills including good knowledge of Microsoft Office, Windows, Adobe;
• Intermediate MS Word, Excel skills;
• Experience with web-based portals and the ability to learn new environments quickly;
• Proficiency in the use of office equipment including, photocopiers, fax, voicemail and phone systems, including troubleshooting problems;
• Experience with establishing and maintaining paper and electronic filing systems an asset;
• Demonstrated ability to work with a high degree of accuracy and strong attention to detail;
• Highly proactive, organized, able to multi-task and work independently, with minimum supervision and under tight deadlines;
• Proven experience as an IT support role or position containing similar duties.

Hiring Criteria

• Post-Secondary education in a business, administration, or other job-related area an asset;
• Knowledge of accounts payable and accounts receivable systems an asset;
• 1 – 3 years related work experience in an office environment;
• Valid Ontario Driver’s license;
• The successful candidate for this position will have a personal vehicle that can be used for work purposes

Other Requirements

• Criminal reference check with a vulnerable sector screening - current within 30 days
• Health assessment and proof of required immunizations - prior to commencement of work
• Child welfare screening check
• Proof of Covid-19 vaccination required - prior to commencement of work

Applications

Stewart Homes welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Job Types: Part-time, Permanent

Part-time hours: 20-25 per week

Pay: $23.34 per hour

Benefits:

• Casual dress
• On-site parking

Licence/Certification:

• Class G Licence (required)

Work Location: In person