Community of Practice Project Facilitator

Position Title: Community of Practice Project Facilitator

Classification: Administrative Assistant/Coordinator (Level 2)

Department: Ottawa Black Mental Health Coalition

Reporting to: Coordinator Ottawa Black Mental Health Coalition

Job Type: 11-month TERM 1 FTE 35hours/week

Pay Band: $24.74 - 29.10/hr.

Hybrid: Ability to work remote and in-person is a requirement for this position.

Application Deadline: Tuesday, April 30th @ 4:00 PM

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About SWCHC

We are Somerset West Community Health Centre (SWCHC), a non-profit, community-governed organization that serves over 18,000 clients annually. Established in 1978, SWCHC provides a wide range of health care services such as primary health care, health promotion, community development, mental health, and harm reduction. We are deeply connected to the communities we serve and committed to removing barriers to accessing services for people who are vulnerable because of their age, income, ability, sexual orientation or gender identity, and language or culture.

SWCHC strives to ensure that our team reflects the communities we serve. We work within an anti-racist, anti-oppressive framework that acknowledges the existence and impacts of systemic racism and seeks to ensure that systems are fair and equitable for everyone.

Job Opportunity

This position is supervised by the Ottawa Black Mental Health Coalition Coordinator at Somerset West Community Health Centre. The Administrative Assistant is accountable to the Ottawa Black Mental Health Coalition Executive Board of Directors and the Director of Family and Community Health and Harm Reduction, Somerset West Community Health Centre.

The incumbent works closely with other members of the interdisciplinary team to provide information, advocacy, and practical assistance while playing an intermediary role between OBMHC Coordinator and partner service providers and clinical mental health professionals. The ideal candidate will understand the mental health sector, event planning, evaluation and reporting and support OBMHC's mission. The Facilitator will work closely with the Community of Practice consultant group, possess excellent interpersonal skills, organizational capabilities, and reporting abilities.

Position Description

The Community of Practice Project Facilitator:

• Completes all administrative tasks related to project planning, communications, and networking (between Network and Coalition members and key partners) including scheduling, work planning and stakeholder engagement as required.
• Maintain project database and support monitoring and evaluation activities as required.
• Assists the Coalition's Community of Practice consultants and coordinates the delivery of workshops and resource packages for participants.
• Coordinate the relevant working groups and committees involved in the planning and development of Community of Practice project activities, virtual and online events, development of materials for marketing and promotions.
• Coordinate the planning and delivery of virtual workshops and clinical supervision access hours between September 2024 and March 2025
• Coordinate and support the delivery of a one-day professional event in March 2025.

Position Requirements

A combination of education and relevant experience in programming or project management in the community and social services sector.

• Experience providing programs or event planning for large professional groups.
• Knowledge of the mental health systems and regulatory authorities, clinical professional associations in health care related to mental health in the Ottawa region.
• Familiar with stakeholder relations and working with customers or clients in the health or mental health care sector.

Key Competencies

• 1-3 years of experience in Administration (general office administration, computer experience and competency)
• Proficiency with ZOOM webinars, social media platforms, Canva, Constant Contact, Adobe
• Experience maintaining basic accounting and bookkeeping, invoicing etc.
• Experience coordinating translation and interpretation services.

Linguistic Profile (for Centers with French Language Service Designations)

Fluency in English and French is mandatory for this position.

Other languages an asset

Personal Suitability/Other Requirements

• Proficient in with digital resources including Constant Contact, Survey Monkey, WordPress, Canva, MS Excel
• Strong interpersonal and problem-solving skills
• Excellent organizational and time management skills and demonstrated ability to meet strict timelines.
• Strong computer and software skills in Microsoft Office, Google Workspace, ZOOM, Doodle, etc.
• Ability to work independently, work remotely and in person as required.
• Be receptive to feedback, be willing to learn, embrace continuous improvement and adapt to changing work environment.
• Excellent organizational skills
• Works effectively and demonstrates composure and professionalism under pressure/challenging conditions and to meet multiple conflicting demands.
• Works independently, is self-directed and exercises initiative while working remotely.
• Available to manage and deliver in-person events in the city of Ottawa.
• Successful completion of Police Record Check, with the vulnerable sector

Position Responsibilities

Administration

• Prepares, composes, types, edits, and distributes electronically agendas and minutes of meetings.
• Ensure all participant data, such as contact information, is always up to date.
• Maintains accurate and complete records and update logs of various activities completed.
• Maintains work schedule and liaise with relevant partners to advance action items.
• Provides communications and promotional support via email and social media.
• Participates in program monitoring and evaluation as required by the funder.
• Maintains confidentiality and acts in an ethical and professional manner, in accordance with professional standards.
• Processes invoices and updates project budget

Planning/Advocacy Support

• Works well within a team environment and collaborates with others, assisting in the delivery of professional services to clinicians, partners, and community stakeholders.
• Ability to work collaboratively in a multi-disciplinary team with clinicians and other agencies in the Coalition.
• Ability to provide technical support on ZOOM to deliver workshops, webinars, and meetings.
• Coordinates, schedules, and facilitates team meetings.
• Participates in Coalition promotional events and outreach activities as required.
• Complies with all mandated legal/regulatory requirements related to working at SWCHC, i.e., Occupational Health and Safety, standards of professional conduct, etc.
• Ability to independently assess situations and to respond appropriately while working remotely and in person.
• Ability to work flexible hours based on program needs.

Communication

• Communicates effectively in English and French.
• Familiar with social media platforms and provide communications support for the project.
• Works collaboratively with members of OBMHC, SWCHC as well as partner organizations
• Ensures all communications and proportions are released in an efficient and timely manner.
• Ensure the quality and content of all OBMHC messaging and promotions in both official languages.
• Coordinate additional translation and interpretation of OBMHC materials as needed.
• Provide evaluation and participant data as required for reporting purposes
  
  

Please submit your cover letter and resume no later than Tuesday April 30th at 4:00 PM.

**It is the policy of SWCHC to require COVID-19 immunization for all employees, volunteers, and students, including those who work off-site with the following exceptions: Persons with a medical reason that prevents them from being vaccinated against COVID-19; Persons with other reasonable considerations pursuant to the Ontario Human Rights Code that restrict them from being vaccinated against Covid 19 vaccination.**

Somerset West Community Health Centre is an equal opportunity employer who values the diversity of individuals in our programs and services.

We welcome and encourage applications from members of Indigenous, Black, and racialized communities, Two-Spirit, nonbinary, LGBTQ+ people; people with disabilities; and members of other equity deserving communities. Applicants are encouraged to share accessibility needs in the application process, and every attempt will be made to accommodate them.

Due to the high volume of applicants, we can neither confirm receipt of nor respond to inquiries regarding your application. Only candidates selected for an interview will be contacted.