Program Assistant (2024-183-HHS)

• Provides initial screening and registration of clients and refers them to appropriate programs.
• Supports the Centre by preparing flyers and calendars and arranging for printing, distribution of materials and follow-up. Maintains pamphlet supply of WoodGreen and community services located within the Centre.
• Respond to general inquiries regarding the application process for WoodGreen Housing
• Develops and maintains information and referral binders/sheets on the Centre’s programs and community resources.
• Assists with organizing programming, including preparing handouts, setting up program rooms, collecting necessary documents and compiling workshop and evaluation statistics.
• Monitors the site's main telephone and ensures all messages are promptly responded to and redirected to the correct program/person.
• Assists Manager with the development and recorded documentation of policies and processes as they pertain to the Centre.
• Assists Manager with collecting, organizing and inputting data and preparing statistical reports related to the Centre.
• Monitors and ensures proper client use of washrooms.
• Monitors lobby conditions for any health and safety hazards and reports hazards to building services or management to be addressed.
• Schedules and organizes regular safety procedures, protocols and trainings, such as fire drills, first aid, CPI
• Assesses the individual’s needs and provides the client with information and referral to the centre and agency resources to support them.
• Identifies/responds to potential crisis situations before they occur and takes steps to de-escalate minor situations and seeks support when necessary.
• Coordinates and attends de-briefings as needed.
• Supports/Coordinates volunteers and students working in the reception area to meet client needs.
• Receives, sorts, and coordinates mail delivery to offsite and internal locations.
• Receives and maintains an accurate record of items for pick-up.
• Arranges for courier pick-up for staff within the 650/841 Queen Street East Site.
• Maintains and orders all office, programming, harm reduction kits, hygiene and first aid supplies.
• Supports the Centre’s team and agency in achieving objectives and strategic priorities.
• Maintains and respects the confidentiality of staff, clients, volunteers, students and community members/partners.
• Participates in regular supervisory sessions with the Manager of Housing Access, Partnerships, and Tenant Supports
• Participates in regular staff meetings within the units, takes meeting notes and distributes minutes.
• Engages in training and education to upgrade skills as directed by WoodGreen Community Centre to fulfill the responsibilities of the position.
• Ensures the anti-racism objectives and community development principles of the organization are achieved within the program.
• Is responsible for representing the unit on internal staff committees as directed by the Manager.
• Performs other related duties as required/assigned.

• Community Worker Diploma, Social Services Worker Diploma, Human Services Counsellor Diploma, or other equivalent 2-year college diploma or other relevant experience and training.
• One (1) year experience working in a social service sector.
• Experience working with potentially hostile and aggressive clients.

• Knowledge of programs and community services/resources.
• Demonstrated intake, assessment and referral skills.
• Ability to coordinate and communicate effectively with clients and colleagues.
• Strong interpersonal and problem solving skills with the ability to work with persons of diverse backgrounds.
• Demonstrated knowledge of supporting individuals experiencing mental health, addictions and homelessness.
• Ability to handle multiple tasks, effectively manage priorities and meet competing deadlines.
• Ability to empathically support clients during crisis situations and remain calm in order to communicate pertinent details to co-workers and emergency services.
• Ability to de-escalate potentially volatile clients in a respectful and safe manner.
• Must be punctual and reliable as this position is the first point of contact for the Centre.
• Strong administrative and clerical skills and is well organized and detailed oriented.
• Demonstrated ability to establish rapport.
• Strong ability to work within a team environment and provide support to team members.
• Strong English language skills both verbal and written with the ability to take accurate notes and provide detailed documentation.
• Strong computer skills with knowledge of Internet, MS Office and data collection tools.

WoodGreen is an equal opportunity employer. We are committed to providing an inclusive and barrier-free selection process and work environment. If contacted in relation to an employment opportunity, please advise our People & Culture representatives at careers@woodgreen.org of the accommodation measures required. Information received relating to accommodation will be addressed confidentially.