Jobs at Woodview Mental Health & Autism Services (Now Hiring) — 2 open

THE ROLE

Reporting to the Director of Services and working as part of a multidisciplinary team, the Administrative Coordinator supports the daily administrative operations supporting multiple Woodview programs in Hamilton, including: L.I.F.E., Adult Residential, Children’s Respite, Passport, Fee for Service, Community Participation, and related groups/programs—to ensure efficient service delivery and strong support to staff and leadership.

 

Key Responsibilities (May include but are not limited to):

• Quality Assurance Measures: Own the administrative QAM process and ensure programs complete requirements to meet or exceed QAM standards.
• Program administration & huddle support: Participate in area huddles and complete all associated administrative tasks.
• Referrals, waitlists & EMHware coordination: Manage and coordinate the referral process across programs—overseeing EMHware entries, maintaining waitlists, processing discharges/updates, and liaising with Contact Hamilton regarding service access and accepted referrals (including Children’s Respite referrals).
• Training compliance tracking: Ensure staff are registered for and attend required training prior to renewal deadlines; maintain documentation and submit required updates to HR for training matrix updates.
• Site & facilities coordination: Oversee day-to-day support for area buildings (including cleaning, security, contracts, and general site needs), including Kiwanis Manor and Barton.
• Service partner coordination: Consult with service providers to communicate information, resolve issues, and support seamless service delivery.
• Committee participation & projects: Represent Woodview on internal and community committees and participate in cross-agency initiatives as opportunities arise.
• On-site admin issue resolution: Address site-based administrative needs (e.g., inventory ordering, inspections, and operational follow-ups).
• IT first-point support: Serve as the first point of contact for IT-related questions/concerns.
• Corporate card reconciliation & finance admin: Complete monthly credit card reconciliations for the Admin Coordinator, Program Manager, and Area Coordinator; support program teams with credit card processes including billing, fee-for-service backup documentation, Passport requisitions, and monthly reporting.
• Health & Safety coordination: Act as the Health & Safety representative—support H&S discussions, complete site inspections where required, and maintain records (including vehicles).
• Accreditation & standards alignment: Support adherence to Canadian Centre for Accreditation standards and ethical standards for research, evaluation, and quality improvement; ensure administrative practices align with legislative requirements and Woodview policies/procedures.

 

Qualifications & Competencies

• Post-secondary education in an appropriate discipline from a recognized University/College preferred, or equivalent experience.
• Knowledge of MCCSS Quality Assurance Measures (QAM) (asset).
• Strong problem-solving skills and ability to identify improvements and implement solutions.
• Experience in a social service environment with strong adaptability, flexibility, and resourcefulness.
• Strong diplomacy skills including negotiation, conflict resolution, and people-management capability.
• Computer proficiency including MS Word, Excel, and email; strong planning/organizational/time management skills; strong written and verbal communication.
• Proven assessment, critical thinking, and decision-making skills; ability to work autonomously, meet deadlines, and demonstrate cultural/political sensitivity and sound judgment.

We thank all candidates but only those selected for an interview will be contacted.

 

Woodview welcomes applications from all qualified individuals, including individuals within employment equity categories of women, persons with disabilities, members of visible minorities and aboriginal persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code. Woodview is committed to employment equity and diversity and a positive and supportive environment.

 

As part of our recruitment process, we may use automated or AI-supported tools to assist with tasks such as application sorting, scheduling, and identifying relevant experience. Hiring decisions are made by people, and we regularly review our processes to support fairness and reduce bias.