Job Description

Employment Terms & Hours of Work: FT Temporary, 6 months; 35 hours per week
Position: Union
Compensation: As per Band 2: $44,300-52,556 annualized
Starting Date: As soon as possible
Application Deadline: Applications will be reviewed on an ongoing basis up to 11:59PM December 3, 2023
Application Process: Please apply through our Career portal section of our website: https://hccas.ca

Guided by Catholic values and teachings, we serve and offer bilingual (English/French) service to children, youth and families within the Hamilton community to protect their safety and well-being, strengthen families and nurture lifelong relationships.
The Catholic Children’s Aid Society of Hamilton is committed to having a workforce that is reflective of the diversity of the city of Hamilton and strongly encourages applications from all qualified individuals, especially those who can provide different perspectives and contribute to a further diversification of ideas.
Qualified candidates must have the skills and knowledge needed to work with an increasingly diverse population as well as knowledge of inequities, how they are perpetuated, and the skills to address them, specific to the requirements of the job.
JOB DUTIES
• Provide all UA support, including scanning and uploading support, for protection staff and their supervisors.
• Provide coverage to reception as needed
• Receive and process AHES reports every morning; manage AHES Activity Log on a daily basis.
• Manage all paper documents for protection staff including but not limited to: receiving documents from stations across 3 floors or receiving documents electronically, uploading documents and attaching into CPIN.
• Managing all letters for protection staff, including receiving the request via email, formatting the letter, emailing the letter back to the protection staff for approval, receiving the approval email.
• Manage all coverage calendars, and incoming/outgoing faxes for protection staff.
• Manage all room bookings for all staff (senior staff exempt)
• Obtaining vacation schedules from conference leads for conferences, schedule conferences and manage conference templates; completing information for each conference and disseminating the information to all staff involved prior to the conference.
• Manage the Adobe function to obtain signatures from clients via a web-based interface. Includes receiving the document, ensuring it is filled out as instructed, uploading the document into the Adobe interface, emailing the client, receiving the returned email from Sign Now that the document has been signed.
• Managing all Alcohol, Drug & Gambling Services (ADGAS) referrals.
• Manage all out of province transfer requests and all access requests through Caseworks.
• Upload all access requests through Caseworks. work with supervisor, and follows the direction of the supervisor after consultation when required.
• Completes mandatory training and participates in ongoing agency training.
• Demonstrates a commitment to the principles of anti-oppressive practices and anti-racism based on justice, fairness, equity, respect of the beliefs and traditions of others.
• Complies with agency Health and Safety policies and the Ontario Health and Safety Act, and regulations.
• Committed to the Society’s mission and vision.
• Performs other duties as may be assigned.
QUALIFICATIONS/SKILLS
• College Diploma in Administration or post-secondary certificate/diploma in a business or administrative program, or equivalent. Consideration will be given for a combination of relevant post-secondary education and experience
• 3-5 years’ working in an administrative capacity, with switchboard/reception experience.
• Preference for 2 years’ related or direct experience with a Child Welfare agency or not-for-profit agency providing administrative support to professionals who assist children or clients in need.
• Bilingual French/English is an asset.
• Transcribe from Dictaphone, telephone messages or other means.
• Demonstrates a respectful, compassionate demeanor, using tact, sensitivity and diplomacy when dealing with others.
• Demonstrated competence in problem solving, conflict resolution and CPI nonviolence techniques.
• Ability to be decisive and effective under pressure and to perform tasks efficiently and using initiative and judgment in a fast-paced environment. Seeks assistance when appropriate.
• Excellent organizational, coordination and time management skills to determine priorities, act in a timely manner and complete administrative duties within strict deadlines and with managing several assignments simultaneously.
• Excellent verbal and written communication skills that is concise, professional and accurate.
• Ability to work independently, jointly, co-operatively in consultation with other persons, professionals and teams. Maintains effective communication and working relationships with Agency staff, clients and stakeholders.
• Demonstrates a commitment to, and work ethic in leadership and role models behaviours that demonstrates the Mission and Vision of the Catholic Children’s Aid Society.
• Respectful and compassionate demeanor.
• Knowledge and commitment to anti-oppressive/anti-racist philosophy.
Additional Requirements for this Position:
• Computer literate with demonstrated proficiency in Microsoft office and proprietary child welfare systems and programs.
• Able to affirm and integrate in the delivery of services the Society values which reflect the Agency’s Catholic faith, heritage, culture and traditions.
• At the time of hire, documents required will include:
o Police clearance
o Provincial Child Protection Record Check
The Catholic Children’s Aid Society of Hamilton is committed to having a workforce that is reflective of the diversity of the city of Hamilton and strongly encourages applications from all qualified individuals, especially those who have a diverse lived experience and can provide different perspectives and contribute to a further diversification of ideas.
Catholic Children’s Aid Society of Hamilton is committed to ensuring a unbiased selection process that values equity, diversity and inclusion and reflects the Hamilton Catholic community that we serve.
In order to minimize interviewer bias we have incorporated the following into our selection process:
• We will have our interview panel score written assignments blind to eliminate bias
• We will seek out recent examples on behavior-based questions during the interview process
• We will review a candidate’s lived experience during the interview and when assessing staffing needs
• We provide accommodations in accordance with AODA and the Ontario Human Rights Code
• We will hold your application in strict and professional confidence
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. If you require a disability related accommodation in order to participate in the recruitment process, please inform Human Resources.

Required languages: English

Education level: College Diploma in Administration or post-secondary certificate/diploma in a business or administrative program, or equivalent.

Required skills: College Diploma in Administration or post-secondary certificate/diploma in a business or administrative program, or equivalent. Consideration will be given for a combination of relevant post-secondary education and experience • 3-5 years’ working in an administrative capacity, with switchboard/reception experience. • Preference for 2 years’ related or direct experience with a Child Welfare agency or not-for-profit agency providing administrative support to professionals who assist children or clients in need. • Bilingual French/English is an asset. • Transcribe from Dictaphone, telephone messages or other means. • Demonstrates a respectful, compassionate demeanor, using tact, sensitivity and diplomacy when dealing with others. • Demonstrated competence in problem solving, conflict resolution and CPI nonviolence techniques. • Ability to be decisive and effective under pressure and to perform tasks efficiently and using initiative and judgment in a fast-paced environment. Seeks assistance when appropriate. • Excellent organizational, coordination and time management skills to determine priorities, act in a timely manner and complete administrative duties within strict deadlines and with managing several assignments simultaneously. • Excellent verbal and written communication skills that is concise, professional and accurate. • Ability to work independently, jointly, co-operatively in consultation with other persons, professionals and teams. Maintains effective communication and working relationships with Agency staff, clients and stakeholders. • Demonstrates a commitment to, and work ethic in leadership and role models behaviours that demonstrates the Mission and Vision of the Catholic Children’s Aid Society. • Respectful and compassionate demeanor. • Knowledge and commitment to anti-oppressive/anti-racist philosophy. Additional Requirements for this Position: • Computer literate with demonstrated proficiency in Microsoft office and proprietary child welfare systems and programs. • Able to affirm and integrate in the delivery of services the Society values which reflect the Agency’s Catholic faith, heritage, culture and traditions.

Closest intersection: Sanford Avenue and King Street East