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Bilingual Member Services Administrative Assistant, Association of Ontario Health Centres

Toronto, Ontario
Deadline May 7, 2015

Bilingual Member Services Administrative Assistant (Level II)

Full-Time Term Employee Contract June 8, 2015 to August 19, 2016 (exact dates TBC)

Our Vision      

  • The best possible health and well-being for everyone living in Ontario.

Our Mission      

  • To promote public policy that supports health and well-being, and that emphasizes health promotion and illness prevention through a strong focus on the social determinants of health.
  • To advocate for eliminating systemic barriers to health and to champion health equity.
  • To promote people- and community-centred innovations in the primary healthcare system that improve health and well-being and support healthcare sustainability.
  • To support our member centres to continuously improve the quality and efficiency of their services and to advocate for the resources they need to deliver high-quality care.
  • To advocate for the protection and improvement of medicare, ensuring that reforms to our publicly funded system focus on keeping people well and benefit everyone.

Position:
 
The Bilingual Member Services Administrative Assistant (Level II) will provide administrative, membership and meeting support to the Member Services team.  The ideal candidate for this position must have a strong commitment to customer service, excellent administrative and organizational skills with excellent attention to detail, strong written and oral communication skills and strong proficiency in word processing, spreadsheets, and online survey and content management tools. The candidate should also be equipped to work collaboratively within a dynamic and energetic team using a culturally safe approach.

Key Responsibilities:

  • Sets-up and maintains the Member Services sections of the online Members’ Portal, including posting member resources and materials, updating member networks, committees and developing and maintaining new groups such as for the Health Equity Charter and Member Reference Library;
  • Develops templates and improves Member Services’ regular communications with members, such as AOHC’s Communiques and Committee Key Messages;
  • Disseminates Member Services communications to members and related stakeholders as required;
  • Receives and fields member inquiries using established protocols and recommends improvements to such protocols;
  • Prepares materials for distribution and provides administrative and logistical support to Community Health Centre (CHC) and Aboriginal Health Access Centre (AHAC) Executive Director (ED) Network, Community Family Health Team (CFHT) Network, Nurse Practitioner Led Clinics (NPLC) Network, AHAC EDs Circle, Resource Management Committee (RMC), Strategy Group, Chair of Chairs, Lesbian Gay Bisexual Trans (LGBT) Advisory Group, Health Equity Advisory Group and other in-person, teleconference and video-conference meetings hosted by AOHC;
  • Coordinates meetings for CFHT Network, NPLC Network, AHAC EDs Circle, RMC, Strategy Group, Chairs of Chairs, LGBT Advisory Group, Health Equity Advisory Group, constituency meetings and other member networks as required;
  • Coordinates and undertakes all logistical requirements for Member Services meetings, learning events and other events, including in-person meetings, webinars, teleconferences and video-conferences;
  • Prepares and disseminates meeting notices, materials, surveys and evaluation summaries;
  • Prepares agendas, minutes, background materials and tracks action items for the LGBT Advisory Group and Health Equity Advisory Group;
  • Proofreads French materials;
  • Prepares budgets and tracks/submits expenses and invoices;
  • Provides a full range of administrative support to the Member Services team and Director of Member Services as required;
  • Oversees and assists with special projects, this includes but is not limited to AOHC’s annual conference and AOHC’s annual awards;
  • Collaborates with AOHC’s internal teams to ensure efforts are mutually informed by and aligned with Member Services’ objectives and mandates;
  • Contributes to AOHC’s website, online magazine, AOHC Bulletin as it relates to areas of responsibility;
  • Assists with reception back-up as required.

Qualifications and Experience:

Training / Experience

  • Undergraduate degree or community college diploma in Business Administration, or equivalent;
  • Minimum 3 years of experience in an administrative support capacity for a busy and diverse team.

Requirements

  • Bilingualism in English and French mandatory;
  • Commitment to excellent customer service and stakeholder relations;
  • Pro-active, self-directed with initiative and ability to work with limited supervision;
  • Excellent problem-solving skills and ability to find and act on creative solutions;
  • Effective decision-making skills and follows through with direction;
  • Good time management skills with ability to work with multiple priorities and manage several projects simultaneously;
  • Proven high level of work energy and productivity;
  • Ability to effectively prioritize and plan effective work and goals to produce optimal results within competing demands, including the ability to develop critical paths for smaller projects;
  • Demonstrated strength in working and communicating effectively within a support-function capacity to meet member and stakeholder needs;
  • Excellent communication, interpersonal and organizational skills with strong attention to detail;
  • Superior written skills to produce minutes, documents and various correspondence;
  • Basic design skills to produce Member Services communication templates and flyers;
  • Experience operating and troubleshooting basic hardware/software including: video-conferencing hardware, webinar tools etc.;
  • Proficiency in the use of Windows XP, Vista and 7 and Microsoft Office (version 2010) software applications including Microsoft Outlook, Word, Excel, and PowerPoint;
  • Experience with web posting, online filing and using a content management system to build pages, store files, load and update text and image content;
  • Experience with online survey tools such as Survey Monkey, Fluid Surveys and Doodle;
  • Conducts work in keeping with AOHC’s commitment to Anti-Oppression, Cultural Competency and as per the Ontario Government Employment and Safety legislation;
  • Committed to and supportive of the mission and vision of the AOHC;
  • Experience in a non-profit, provincial association is an asset.

Salary Range:  $39,100 to $48,900

Compensation:  AOHC offers competitive salaries and an excellent benefits package, including pension with HOOPP. Salary is commensurate on qualifications, experience and is set within the AOHC’s established salary grid and policy guidelines.

Application Deadline:  Thursday May 7, 2015 at noon (EST)  

Please e-mail your cover letter and resume in confidence to:  resumes@aohc.org.

Please have “Bilingual Member Services Admin ID 410-042015-033” in the subject line of your email.

We thank all applicants in advance however, only those under consideration will be contacted.  The Association of Ontario Health Centres is an equal opportunity employer.

AOHC is an equity employer and encourages applications from aboriginal peoples, individuals from racialized and minoritized groups (e.g. diverse ethno-racial and francophone communities and people of all sexual orientations and genders) and persons with disabilities. Fluency in both French and English is an asset.

Note to Recruitment Agencies: AOHC is not accepting agency resumes or offers of recruitment services at this time. AOHC is not responsible for any fees related to unsolicited resumes.  Thank you for your interest.