Systems Quality Improvement Assistant, | Posting # 1871

Unionized – Permanent Full Time

LOCATION: ESPANOLA ON

Compass is the Lead Agency for child & youth mental health services for the districts of Sudbury and Manitoulin. Compass has a culture of caring, learning, and purpose where employees feel supported, where new ideas and innovation are welcomed, and where massive, intergenerational impact is made in the lives of children, youth, families, and communities at large. Culture, leadership, and development really matter at Compass. We’re proud of bringing our culture to life through regular staff engagement, prioritizing employee wellness, and embodying the trauma-informed culture framework Sanctuary (www.thesanctuaryinstitute.org/about-us/the-sanctuary-model). The senior leadership team also engages its management team and key staff influencers in monthly leadership development related to the LEADS in a Caring Environment Framework (www.leadscanada.net).

Compass is a non-profit agency. At Compass, we are a culture of caring, learning and purpose. We believe in investing in our people and providing our employees with many opportunities for growth, development and learning. We are working together to create paths with children, youth and families to reach their full potential. We believe in making a positive impact on the lives of others, by genuinely caring about individuals and our community. Our guiding principles shape how we work with our clients, one another, and our partners.

Reporting to the Operations Manager, the System Quality Improvement Assistant (SQIA) provides administrative and organizational support to Compass. This role is essential in ensuring a well-organized, responsive, and professional work environment by managing a variety of day-to-day administrative tasks.

RESPONSIBILITIES

• Provide receptionist duties including:
  • Handle office interactions with visitors including greeting and directing guests, answering and directing phone calls, and handling requests or complaints in a professional manner
  • Schedule, reschedule and cancel appointments as needed
  • Receive and review incoming correspondence including mail, email, memos and faxes noting date received, follow up and prepare responses to routine inquiries when required, copy to relevant persons and enter in a bring forward system as well as evaluate priority
  • Order office supplies and maintain inventory
  • Operate and maintain office machinery, including copiers, fax machines and printers
  • Schedule meetings, book meeting rooms, coordinate catering requirements
  • Maintain up to date contact lists
• Maintain manual and computerized filing systems:
  • Open files, responsible for data entry
  • Ensure integrity of client data and demographic information
  • Maintain confidentiality and accuracy of client data and records
  • Maintain appropriate files for use by staff and ensure that such files are maintained according to Compass Policies and Procedures
  • Establish and maintain a detailed computerized inventory of files stored off site including the corresponding date of destruction
• Support the coordination of staff training:
  • Schedule training sessions and send invitations, reminders, and updates to staff.
  • Book training rooms or virtual meeting platforms and ensure technology is set up.
  • Prepare and distribute training materials (e.g., handouts, sign-in sheets, slides).
  • Assist with staff training registration, attendance, and completion of required training.
  • Provide on-site or virtual support during training sessions (sign-in, and materials).
  • Coordinate refreshments, supplies, or equipment as needed.
• Prepare meeting agendas, coordinate meeting logistics, and accurately record detailed minutes for team meetings and other assigned meetings ensuring timely distribution.
• Coordinate travel arrangements and reservations for all staff as needed.
• Support the development and review of policies, processes, and forms by providing feedback to ensure alignment with client system workflows and operational needs.
• Assist in the preparation of regularly scheduled reports.
• Prepares a variety of documents and correspondence in an accurate and professional format
• Offering administrative support to the Privacy Office
  • Assigning, transferring, closing, scanning and filing sensitive files.
  • Printing, copying and preparing complete file as requested for legal proceeding or as a request by the client/substitute decision maker.
  • Recording and monitoring of PHI requests.
  • Processing of unlock/delete requests under the direction of the Privacy Officer
• Assist with coordination of Section 34 referrals 
• Reconcile and submit your own reconciliation forms, credit card statements and expense forms
• Reconcile and submit relevant payment request forms, as directed by the Finance Department or Operations Manager.
• Coordinate and provide support for special projects
• Liaise with executive assistances to handle requests and queries from senior leaders
• Identify, report, and provide recommendations on work-related inefficiencies

SKILLS

• Superior computer skills in Word, Excel, Power Point and web based applications
• Ability to deal with the public and peers in a respectful, mature and cooperative manner
• Ability to work flexible hours and various work locations
• Ability to organize work effectively to meet deadlines and work with minimal supervision
• Strong ability to self-reflect and practice safe and effective use of self
• Ability to deliver programs and services to children, youth and families
• Other duties as assigned

KNOWLEDGE:

• Possess a strong knowledge of the Personal Health Information Protection Act (PHIPA).
• Advanced knowledge of and skill working with Client Information Systems (CIS).
• Knowledge and appreciation of issues facing our diverse populations (i.e. Anishinabek cultures, Francophone, Immigrant/Refugee, LGBT2SQ, etc.)
• Understand the impact of the social determinants of health on our clients mental and developmental outcomes

CAPABILITIES:

• Required to act in accordance with the agencies principle/values
• Self-Awareness: aware of their own assumptions, values, principles, strengths and limitations
• Manage Self: take responsibility for their own performance and health
• Develop Self: actively seek opportunities and challenges for personal learning, character building, and growth
• Demonstrate Character: Model qualities such as honesty, integrity, resilience, and confidence

QUALIFICATIONS

• Successful completion of an Administrative Assistant Ontario College Diploma or equivalent
• 3-5 years of progressively responsible administrative experience

Successful applicants will be required to provide:

• Proof of eligibility to work in Canada
• A valid Ontario driver’s license and use of a reliable motor vehicle; insurability on vehicle as per policy
• Clear Criminal Record Check, including Vulnerable Sector Search

Benefits include:

• Healthcare of Ontario Pension Plan (HOOPP)
• Paid vacation
• Paid float days
• Paid sick leave
• Dental, Vision and Extended Health benefits
• Life and Accidental Death and Dismemberment (AD&D) insurance
• Long Term Disability (LTD) Insurance
• Employee & Family Assistance Program (EFAP)
• On-site parking (paid by employer)

We offer one of Canada’s best pension plans

We are proud to participate in the Healthcare of Ontario Pension Plan (HOOPP), offering our valued employees the security and peace of mind that comes with a defined benefit pension plan. We understand the importance of financial well-being and believe that a strong pension, like HOOPP, recognizes our employees and provides a stable foundation for their future as part of the overall compensation package. Join us and start building a future you can look forward to.

Application Process

Compass is committed to fostering a diverse, equitable, inclusive and anti-racist workplace culture where all employees are valued, respected, and empowered to contribute their unique perspectives and talents. We recognize that diversity and inclusion are essential to our success and are committed to creating an environment where everyone thrives and is protected from harm.

Compass is an equal opportunity employer and we value the importance of diversity, dignity and worth of every individual in the workplace. Compass is committed to creating a respectful, inclusive and barrier-free workplace that allows all of our people to reach their full potential. A diverse workforce is key to our success. Compass will engage in reasonable workplace accommodation, short of undue hardship, for any successful candidate who has a documented exemption under the Ontario Human Rights Code.

Compass offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by Compass regarding a job opportunity, please advise prior to the interview if you require accommodation. We welcome all qualified candidates to apply and hope you will choose Compass as your employer of choice.

We request that all applicants submit their cover letter and résumé QUOTING JOB POSTING #1871 not later than May 11, 2026 clearly indicating how you meet the qualifications by email at hr@compassne.ca or at www.compassne.ca.

We thank all applicants however only those selected for an interview will be contacted.