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Job Number:  40840
Supervisor, Administration & Facilities
Job Posted: Friday, 5 January 2018
Closing Date: Thursday, 18 January 2018
(2 days ago)
LAMP CHC
Region: Toronto Metro area Type: Contract - Full time
Location: Etobicoke Salary: $41,971.00 to 50,051.00

 

Supervisor, Administration & Facilities

Contract Position: 35 hours per week

Contract Period: January 2018 to January 2019 (potential for renewal)

Salary: $41,971.00 per year to $50,051.00 per year

*salary under review*

 

 

LAMP Community Health Centre is a multi-service, community based charitable organization that

provides a wide range of programs and services to improve a person's health. LAMP uses a co-ordinated approach to connect people to medical services and other programs that build personal resources. By providing services that improve physical, emotional, social and economic well-being, people can better control their health and environment.

 

 

Job Summary

 

 

Under direct supervision of the Director, Human Resources & Operations, the Supervisor will provide administrative support to the Reception team and will be responsible for the direct supervision of Receptionists and the Office Administrator. Assure the effective functioning of any facilities to provide an efficient and safe environment for employees and clients.

 

The Supervisor will ensure that all organizational policies are followed.

 

Primary Responsibilities

  • Identify areas for improvement in administrative processes.
  • Supervise a group of seven and ensure performance appraisals & professional development.
  • Attend all meetings, i.e. employees, supervisors, client response team, etc.
  • Arrange coverage by relief employees and train new employees.
  • Provide administrative support to the Director, Human Resources & Operations and the Executive Director.
  • Maintain both the Board of Directors’ and LAMP’s Policy and Procedure manuals.
  • Prepare reports and presentations for Management as needed.
  • Prepare the Employee Calendar and circulate. Update Shared Folders regularly, and create/update electronic forms.
  • Resolve day to day office problems, document and solve problems as situations arise, seek improvements for their prevention.
  • Oversee and supervise facilities services including repairs, building maintenance, security and tradespersons related issues for all locations. (i.e. moves, cleaning, waste disposal, parking, painting, etc.)
  • Develop and maintain strong business relationships with staff, suppliers and service providers.
  • Manage all insurance requests. (i.e. liability, professional, automobile, etc.)
  • Chair the administrative meetings on a monthly basis including creating and distributing the agenda
  • Co-ordinate vacations, workshops, overall staff scheduling for reception team, arranging coverage as required and orienting relief employees and new hires with respect to LAMP in general.
  • Deal with day to day issues with Leases / tenants in all locations. i.e. tenant liaison.
  • Back-up Office Administrator when away.

Required Qualifications

  • Post-secondary diploma in office of business administration or equivalent.
  • Three to five years of administrative and facilities experience, minimum.
  • Three to five years of supervisory and coaching experience, minimum.
  • Excellent interpersonal skills necessary to work effectively across all levels of the organization’s diverse workforce.
  • Excellent communication skills, both verbal and written, with the ability to clearly convey information and ideas.
  • Positive attitude and dependable with strong initiative and the ability to work both independently and in a team oriented atmosphere.
  • Strong priority, organizational and time management skills.
  • Having a valid driver licence and be able to drive to different locations, suppliers or vendors, would be an asset.
  • Demonstrated flexibility to work well under pressure and meet challenging deadlines.
  • Knowledge of Occupational Health and Safety Laws.
  • Open minded, eager and willing to constantly learn and improve oneself.
  • Knowledge of LAMP Community Health Centre, the South Etobicoke community, and/or a second language that is reflective of the community being served are all preferable assets.

Proficiency in the Following Computer Skills

  • Expert working knowledge and ability to navigate a PC windows environment, including shared drives.
  • Superior skills and experience using Microsoft applications (Word, Outlook, Excel, PowerPoint, Access, Visio, Project Management, Photoshop & Publisher).
  • Advanced skills and ability to easily navigate the internet/intranet environment.
  • Experience and accuracy using database applications (i.e. HR/Payroll software, Income Management, etc.)
  • Ability to learn new software quickly and willingness to continuously develop technology skills.

Working Conditions

  • Must be able to work under pressure and in a fast-paced environment. Able to work and schedule work at night and weekend from time to time.
  • Must be able to travel to the satellite locations and to suppliers/vendors.
  • Must also be able to display great understanding and patience when working with employees and clients.
  • Ability to effectively understand the appreciation of guiding fundamentals at LAMP, i.e. Health Promotion, Anti-Oppression; Harm Reduction and the principles of community-based practice. “Walk the talk.”
  • There is an expectation for all employees to participate in two events per year for the agency; these events may be during the evening or on a weekend.

Physical Requirements

  • Extended periods of time sitting stationary in front of a monitor while keyboarding.
  • Ability to balance all job requirements in a busy atmosphere, including responding promptly to all communication.
  • Frequent standing for extended periods of time and some occasional lifting may be required.
  • Demonstrates good and safe work habits, and maintains a clean working environment.
  • Ensures that employees and clients are compliant with LAMP’s Health & Safety regulations and LAMP’s policies and procedures, including the immediate reporting of any breaches of Health & Safety or Environmental incidents, accidents or concerns to the Director, Human Resources.

As part of our mandate for inclusivity, reasonable accommodations can be made for all incumbents to perform the described physical functions of the aforementioned job.

 

 

LAMP Community Health Centre is dedicated to achieving a workforce that reflects the diversity of the community it serves and encourages applications from equity seeking groups.

 

Please send your resume with a cover letter to Human Resources:

Email Address: 

Subject:  Job Opening for Supervisor, Administration & Facilities

External Deadline:  5:00 pm on Thursday January 18, 2018

 

 

We thank all applicants for their interest. However, only those selected for interviews will be contacted.

No phone calls please.

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Please send your resume with a cover letter to Human Resources:
Email Address:
Subject: Job Opening for Supervisor, Administration & Facilities

External Deadline: 5:00 pm on Thursday January 18, 2018
Contact Details:
Catherine Farrell
LAMP CHC
185 Fifth Street
Etobicoke, ON, M8V 2Z5

Tel: 416-252-9701
Fax: 416-252-4474
E-mail:


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