Job Description

Reporting to: Supervisor, Resources/Kinship
Classification: 12 Month Contract; 35 hours weekly, union
Type of Posting: To fill a temporary vacancy
Salary Range: Union Grid, Band 2, $45,864 – 54,412 per annum
Starting Date: As soon as possible
Application deadline: 11:59pm, Thursday July 10, 2025. Applications will be reviewed on an ongoing basis.
Application Procedure: Apply through the Career section of our website: https://hccas.ca/

MISSION
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.
We are currently seeking a Unit Assistant- Resources/Kinship to join our team on a 12 month Contract.
The Unit Assistant- Resources/Kinship will perform their duties with a high degree of personal and professional integrity, while building collaborative relationships and partnerships with all individuals based on mutual respect.
The Unit Assistant- Resources/Kinship is responsible for ensuring all duties are carried out in alignment with the mission and vision of the Society, with a commitment to social justice.

JOB DUTIES
KEY RESPONSIBILITIES
Foster Care Licensing Support:
• Provides comprehensive administrative support for the annual Foster Care Licensing process, including internal coordination and information exchange with Ministry staff.

Record Checks for Kin and Resource Providers:
• Manages daily record checks, including requesting internal and provincial checks
• Requests external disclosures from partner agencies
• Enters results and uploads related documentation into internal systems

Application Processing (Resources/Kin/Adoption):
Supports the intake and processing of applications for new resource homes, kinship placements, and adoption inquiries by inputting application data into internal systems as well as sending and tracking reference packages and compiling and completing approval packages

Annual Review Coordination:
Oversees the administrative workflow for annual reviews of resource and kin placements, including, sending out annual review packages and documents prior to the due date, preparing and sending final letters and review documents for signatures once the review is complete and receiving and uploading all signed documentation as required. Updates training records as required.

GENERAL
1. Performs a variety of administrative tasks supporting staff and supervisors in the assigned units including, but not limited to:
a. Prepares reports, documents, maintains current file information and filing system, data input in various Agency software systems, and general office administrative routines, such as distributing incoming mail and faxes, printing reports etc.
b. Takes minutes of meetings, prepares correspondence from dictation or other means, and prepares contracts/agreements.
c. Transcribes phone messages as case notes for workers and supervisors as required
d. Orders and maintains adequate office supplies for the Unit.
e. Assists and coordinates telephone coverage during overflow periods and responds to staff calls and where possible and/or referring callers to the appropriate staff member.

2. As directed by supervisor:
a. Opens, closes and transfers case files, ensuring that contents are current, and data is filed in the Agency system/s.
b. Creates and maintains desk manuals of duties (Standard Operating Procedures) and special assignments performed.
c. Requests and expedites documentation from doctors, dentists and schools
d. Assists in the preparation of files for affidavits, disclosures, transfers and audits.
e. Assists staff with troubleshooting issues with computers, photocopier, fax machine and/or printer problems.
f. Assists the department with new staff orientation
3. Attends unit meetings, participates in regular supervision and in the evaluation programs.

4. Contributes to problem solving and to the improvement of administrative practices of the unit and the Agency.
5. Maintains confidentiality of all files, documents and materials.

6. Provide administrative support to other units, including reception relief and coverage as required.

QUALIFICATIONS/SKILLS
1. College Diploma in Administration or post-secondary certificate/diploma in a business or administrative program or equivalent.
2. 3-5 years’ working in an administrative capacity, with switchboard/reception experience.
3. 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.
4. Knowledgeable of the Child, Youth and Family Services Act to ensure compliance with legal requirements and agency policy, procedures and standards.
5. Ability to accurately transcribe phone messages and voicemails into detailed contact logs.
6. Demonstrates a respectful, compassionate demeanor, using tact, sensitivity and diplomacy when dealing with others.
7. Demonstrated competence in problem solving and conflict resolution
8. 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.
9. 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.
10. Excellent verbal and written communication skills that are concise, professional and accurate.
11. Ability to work independently, jointly, co-operatively in consultation with other people, professionals and teams. Maintains effective communication and working relationships with Agency staff, clients and stakeholders.
12. Knowledge and commitment to anti-oppressive/anti-racist philosophy.

Additional Requirements for this Position:
• Demonstrated proficiency in Microsoft office
• Knowledge of proprietary child welfare systems and programs is an asset
• 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.
• Able to affirm and integrate in the delivery of services the Society values which reflect the Agency’s Catholic faith, heritage, culture and traditions.
• Respectful and compassionate demeanor.
• Bilingual French/English is an asset.
• At the time of hire, documents required will include:
o Acceptable Vulnerable Sector 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 can provide different perspectives and contribute to a further diversification of ideas.
The Agency is inviting applications from qualified individuals who self-identify as being part of one or more of the under-represented equity groups. During the online applications process, applicants will have the opportunity to complete the online questionnaire to indicate if they self-identify as being part of an equity seeking group. Answering the questionnaire is voluntary. If the questionnaire is not completed by an applicant, they will not be considered as being from an equity seeking group.
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:
1. We will have our interview panel score written assignments blind to eliminate bias
2. We will seek out recent examples on behavior-based questions during the interview process
3. We will review a candidate’s lived experience during the interview and when assessing staffing needs
4. We provide accommodations in accordance with AODA and the Ontario Human Rights Code
5. We will hold your application in strict and professional confidence

We are an equal opportunity employer and are committed to building on inclusive process that respects the dignity and independence of people with disabilities. If you require a disability related accommodation in order to participate in the recruitment process, please inform Human Resources at the time when you are invited for an interview.

Required languages: English

Education level: 1. College Diploma in Administration or post-secondary certificate/diploma in a business or administrative program or equivalent. 2. 3-5 years’ working in an administrative capacity, with switchboard/reception experience.

Required skills: 3. 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. 4. Knowledgeable of the Child, Youth and Family Services Act to ensure compliance with legal requirements and agency policy, procedures and standards. 5. Ability to accurately transcribe phone messages and voicemails into detailed contact logs. 6. Demonstrates a respectful, compassionate demeanor, using tact, sensitivity and diplomacy when dealing with others. 7. Demonstrated competence in problem solving and conflict resolution 8. 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. 9. 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. 10. Excellent verbal and written communication skills that are concise, professional and accurate. 11. Ability to work independently, jointly, co-operatively in consultation with other people, professionals and teams. Maintains effective communication and working relationships with Agency staff, clients and stakeholders. 12. Knowledge and commitment to anti-oppressive/anti-racist philosophy. • Demonstrated proficiency in Microsoft office • Knowledge of proprietary child welfare systems and programs is an asset • 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. • Able to affirm and integrate in the delivery of services the Society values which reflect the Agency’s Catholic faith, heritage, culture and traditions. • Respectful and compassionate demeanor. • Bilingual French/English is an asset.

Additional skills / Assets: • Demonstrated proficiency in Microsoft office • Knowledge of proprietary child welfare systems and programs is an asset • 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. • Able to affirm and integrate in the delivery of services the Society values which reflect the Agency’s Catholic faith, heritage, culture and traditions. • Respectful and compassionate demeanor. • Bilingual French/English is an asset.

Closest intersection: Sanford Avenue and King Street East, Hamilton ON L8M 1A1