152-26-5 Administrative Assistant

Administrative Assistant – 152-26-5

Diabetes Wellness Program, Wellbeing

Applicants from Six Nations and other First Nations will be given preference to deliver programs and services in a First Nations community.

Job summary

Purpose & scope of the position

To provide administrative and technical support in assessing, developing, implementing and reviewing the goals and objectives of the Diabetes Wellness Program with the Clinical Supervisor. Support includes implementation and maintenance of processes that facilitate program delivery while working within the administrative policies and procedures established for Six Nations Health Services.

Type

Full-Time

Closing Date: August 26, 2026

Hours of Work

35 hours per week

Wage

Min. $46,300

Submission procedure: (Choose one method ONLY):

Method #1: Online

1. Please visit

My Job Search [https://recruiting.ultipro.ca/SIX5100SIXN/JobBoard/336dbed0-9af0-461e-8b6b-0978de5669d8/?q=&o=postedDateDesc] to access our job board and follow the directions to apply. 2. Please ensure all required documents are provided/uploaded with your application package, which includes: 1. Cover letter including your band name and number (if applicable). Please indicate in your letter how your education and experience qualify you for this position. 2. Recent resume clearly identifying that you meet the Basic Qualifications of this position as stipulated above. 3. Copy of your education diploma/degree/certificate and transcript. 3. If you have any questions or need assistance, please reach out to Kalvin Egan, HR Business Partner at 519-445-2223 ext. 5721 or via email at HRBP5@sixnations.ca [HRBP5@sixnations.ca].

Method #2: GREAT – Applications must include all of the following:

Administrative Assistant – 152-26-5

c/o Reception Desk

Grand River Employment & Training (GREAT)

P.O. Box 69, 16 Sunrise Court

Ohsweken, Ontario N0A 1M0

Position description

Position Title: Administrative Assistant

Reporting relationship

Reports to and works under the direction and supervision of the Clinical Supervisor, Diabetes Wellness Program, Department of Well-Being, Six Nations of the Grand River Elected Council.

Purpose & scope of the position

To provide administrative and technical support in assessing, developing, implementing and reviewing the goals and objectives of the Diabetes Wellness Program with the Clinical Supervisor. Support includes implementation and maintenance of processes that facilitate program delivery while working within the administrative policies and procedures established for Six Nations Health Services.

Key duties & responsibilities

Technical functions

• Analyzes incoming and outgoing memoranda, submissions, reports and prepares and coordinates submissions of summary briefs and reports to the Clinical Supervisor
• Ensures there is timely flow of information amongst all program staff.
• Provision of administrative support
• Maintains attendance summaries for all program staff
• Maintains financial tracking sheets for all program budgets
• Minute taking during meetings as required
• Greeting and communicating with clients and community members
• Types, files, distributes, photocopies, faxes, emails written materials necessary to maintain files
• Provision of programming support:
• Ensures that regular logs are being maintained i.e. traditional medicine tracking
• Complies with established safety precautions and standards, infection control procedures for waiting area

Communications Functions

• Attends staff meetings for the Diabetes Wellness Program. Prepares the agendas and takes minutes
• Attends the Falls Prevention Subcommittee as the Recorder.
• Provides leadership in assessing and identifying any problems or trends and suggests new and/or alternative solutions to facilitate resolutions to problems
• Coordinates all areas of administration pertaining to the effective and efficient administration and operation of the Team Manager
• Employs appropriate communication skills when interacting with other staff
• Follows procedures for reporting hazardous conditions, equipment and incidents
• Ensures privacy is maintained in accordance with relevant regulations
• Communicates regularly with the Team Manager of the Diabetes Wellness Program

Administrative Functions

• Types and distribute correspondence, minutes, letters and briefing notes as required
• Maintains schedules and coordinates meetings
• Maintains filing and organization of administrative paperwork i.e. briefing notes, financial reports, letters, manuals, etc.
• Reviews all budgets, financial statements and reports in support of the delivery of services and programs of the Diabetes Wellness Program
• Reviews accounts payable, general disbursements for staff, develops and maintains documentation for respective funding agencies
• Manages orders for supplies and equipment
• Tracks materials, supplies and equipment orders pending and completed
• Maintains and ensures orders for clinical supplies are completed monthly
• Maintains and ensures orders for office supplies are completed monthly
• Ensures orders are completed in a timely fashion and works with Administrative Assistant to maintain records of accounts
• Assists in opening and maintaining accounts with suppliers

Other Functions

• Performs other job related duties as may reasonably be required by the Clinical Supervisor of the Diabetes Wellness Program.
• Provides support to the Six Nations Emergency Measures Plan by ensuring awareness of the Emergency Measures Plan and assistance as instructed by the Director of Health Services.

Working conditions

Working has a high profile, extensive public contact and is subject to deadlines and interruptions.

Work may at times be subject to unscheduled hours and out of office sessions.

Working relationships

With the clinical supervisor

Receives direction, guidance, encouragement; discusses plans and priorities.

With Other Staff

Promotes courtesy, co-operation and teamwork with all staff.

With External Agencies

Represents and promotes Six Nations interests relative to Wellbeing; maintains awareness of legislative policy and program changes; seeks to develop close working relationships.

With the Public

Represents and promotes the Wellbeing interests of Six Nations; works in a courteous, co-operative positive and proactive manner, provides information and advice.

Knowledge and skills

Minimum Requirements

• Graduate of Post-Secondary School in office administration and two years of equivalent experience
• High level of computer skills – Microsoft Office Word & Excel, Electronic Medical Record
• Strong organizational and time management skills.
• Strong interpersonal, verbal and written communication skills.
• Understands the importance of confidentiality. Ability to work with tact and discretion.
• Good knowledge of the Six Nations Community and highly sensitive to Six Nations culture.

Other Related Skills

• Relate effectively with people of all ages and their families/caregivers
• Able to work independently and work cooperatively with other service providers.
• Experience with Electronic Medical Records.

Impact of error

Errors in judgement and in the conduct of duties could lead to loss credibility, poor public relation, confusion, duplication of effort and misinformation being given to the Director of Wellbeing, Human Services Committee, Six Nations of the Grand River Elected Council, Government Agencies and the public.

CONTROL

Guiding principles set by Wellbeing Department and Six Nations of the Grand River Elected Council. Works within the administrative policies and procedures established by the Six Nations Elected Council for the Health Services Department and other legislation provided by the respective governments.