Health and Social Services (HSS) Administrative Assistant

Reporting to the Health and Social Services Manager, the Health and Social Services (HSS) Administrative Assistant provides administrative, coordination, financial, and records support to ensure the smooth day-to-day operation of the HSS department. The position supports management and staff with correspondence, scheduling, meetings, reporting deadlines, funding-related documentation, travel arrangements, basic financial administration, and organized record keeping.

This role requires a high level of discretion, accuracy, professionalism, and sensitivity when working with staff, community members, external service providers, and confidential HSS-related information.

This full-time position works 63 hours biweekly. Pay is between $23.60 and $29.47 per hour, depending on qualifications and education.

Mowachaht/Muchalaht First Nation territory, Gold River, BC, on the beautiful west coast of Vancouver Island.

• Provide day-to-day administrative support to the Health and Social Services Manager and HSS staff, including scheduling, follow-ups, correspondence, departmental communications, and general office coordination.
• Prepare, format, and process correspondence, memorandums, reports, forms, spreadsheets, agendas, minutes, and other documents using Microsoft Office and other approved systems.
• Create, collect, compile, and maintain HSS department data, reports, records, and supporting documentation, ensuring information is organized, up to date, and handled confidentially.
• Assist with funding applications, reporting requirements, contracts, program documentation, and follow-up with provincial, federal, First Nation, health, social services, and community program partners as directed.
• Arrange, plan, and organize HSS meetings, including agenda preparation, booking meeting spaces, arranging catering, sending invites, recording attendance, and taking accurate minutes.
• Book and organize travel, accommodation, training courses, meeting logistics, and approved participant arrangements as requested.
• Provide basic financial administration support, including purchase orders, expense receipts, travel forms, invoice coding, billing summaries, and liaising with Finance.
• Assist with collecting, organizing, and submitting timesheets, leave forms, attendance records, and other payroll or absence-related documentation.
• Maintain tracking lists for departmental equipment, supplies, training, and operational items, and assist with ordering and inventory.
• Support document retention, filing, scanning, archiving, and electronic organization of departmental records in accordance with MMFN procedures.
• Draft memos, letters, notices, and other internal or external correspondence as requested.
• Interact with staff, community members, service providers, and visitors in a respectful, tactful, compassionate, and culturally sensitive manner.
• Perform other related duties as needed to support the effective operation of the HSS department.

• Completed bachelor’s degree in any discipline (four years of university education) required.
• Two years of experience in an equivalent or higher administrative, coordination, office support, or program-support position required; three years preferred.
• Experience working with First Nations, Indigenous organizations, health programs, social services, education, or community-based services is preferred.
• Experience with funding applications, reporting, contract documentation, purchase orders, expense claims, and travel forms is an asset.
• Experience handling confidential records and sensitive departmental information is required.

• Ability to work independently without close supervision while contributing to a supportive team environment.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities and reporting deadlines.
• Ability to handle complex, high-pressure, difficult, or sensitive matters with individuals in varying situations.
• High level of competency in Microsoft Office (Word, Excel, Outlook, PowerPoint); familiarity with Google Suite and electronic records systems is an asset.
• Effective verbal, written, and presentation communication skills.
• Strong discretion, confidentiality, judgment, and professionalism with HSS-related information.
• Ability to interact with others in a tactful, compassionate, respectful, and culturally sensitive manner.

• RCMP clearance not older than one year.
• A valid driver’s licence.
• Ability to occasionally travel or attend meetings, training, or community-related activities as required.
• Work is performed mainly indoors in an office setting and may involve time-sensitive or confidential information.

• A stimulating and professional working environment with competitive pay.
• A comprehensive Manulife health benefits plan.
• Pension plan with employer matching contributions of up to 5.5%.
• A 63-hour biweekly schedule with every other Friday off, for a healthy work-life balance.
• Priority will be given to qualified First Nation citizens/members for this position.