Administrative Assistant

Encompass Support Services Society is an accredited, non-profit agency that provides a wide range of programs and support services in Langley and Aldergrove for over 25 years. We help to build strong, sustainable communities by offering inclusive, accessible services tailored to meet the changing needs of the individuals and community we serve.

At Encompass, we are committed to a journey towards cultural humility and safety; for the well-being of those we serve and those, we work along-side. We gratefully acknowledge that the programs, services and offices of Encompass are on the unceded, sovereign Indigenous lands of the Coast Salish People. This includes the territories of Kwantlen, Katzie, Matsqui and Semiahmoo First Nations. We also acknowledge the diverse First Nations, Inuit and Métis people who make Langley their home.

Our purpose is to strengthen the health and vitality of community by identifying and responding to community needs, collaborating to enhance the lives of those we serve, while cultivating effective and sustainable partnerships.

Our vision is to empower individuals, to connect people, and to enrich lives. We value Integrity, Inclusion, Collaboration, and Community.
Our programs and supports are designed to build new skills, to foster healthy, productive lifestyles and to improve access to services within our community. Services are low-barrier, all-inclusive and at no cost to participants. Annually, we provide services to over 2500 individuals and families.
The Opportunity

The Administrative Assistant creates a welcoming and supportive environment as the first point of contact at the centre, providing exceptional customer service, reception duties, and administrative support to clients, staff, and community members.

JOB POSTING: 2026-0100 Admin Assistant
DATE: October 14, 2026
POSITION: Permanent, Part –Time
HOURS OF WORK: 22.5 hrs per week
WORK SCHEDULE: Monday, Tuesday, and Wednesday: 11:30AM-7:30PM
SALARY RANGE: Wage Grid 7: $25.24 - $26.64 hourly (depending on experience and qualification)
VACATION: As per ESSS policy
CLOSING: Open until filled
ANTICIPATED START DATE: ASAP

Some Key Duties and Responsibilities:
• Welcomes youth and family members to Foundry Langley and contributes to a safe, welcoming and supportive culture for youth, young adults, caregivers and family members receiving services at the Foundry Centre;
• Collaborates with other staff and practitioners working at the centre to optimize the youth, young adult and family experience as it relates to the delivery of services;
• Participates as a team member, attending team meetings, case conferences, conference calls and other organizational activities;
• Records and produces meeting minutes as required for general and confidential meetings;
• Provides day-to-day assistance to service delivery staff in the use of computer software in areas such as document formatting, printing, saving and retrieving as required;
• Prepares, updates, prints and circulates program materials, centre services and brochures.
• Registers and triages youth and caregivers, including setting up new clients with the Foundry Toolbox system and Centre orientation;
• Answers calls and emails promptly and directs to the appropriate staff member or practitioner as needed;
• Supports appointment booking for all service providers and practitioners;
• Support staff and clients through booking meetings spaces for participant and staff meetings;
• Completes regular reviews of client file information to ensure information is complete and up to date . (ex. consent forms; client demographics; emergency contacts, referrals etc)
• Ensures patient/client flow during clinics;
• With guidance from medical office assistants, notify youth about specialist appointments, imaging appointments, and contacting clients who need to return to clinic;
• Completes and maintains related records and documentation including statistics, progress reports, care plans and referrals, meeting agency and accreditation requirements;
• Procures medical supplies, office supplies and program materials/resources as required. Assists with collection and distribution of donated items.
• Maintains the cleanliness and tidiness of the facility.
• Provides front desk coverage during staff breaks, vacations, and sick leave to ensure smooth and continuous clinic operations.

Qualifications:

1. Education and Knowledge
• Experience working with youth;
• Experience in a busy environment or medical office is considered an asset

2. Training and Experience
• Strong computer skills, including proficiency with Microsoft Office applications and the ability to rapidly learn and effectively utilize new software systems
• Experience with medical office software is an asset

3. Skills and Abilities
• Good multi-tasking skills with the ability to work effectively in a fast-paced environment and manage competing priorities
• Ability to adapt to changing systems, workflows, and operational needs of the centre.
• Advanced computer skills and knowledge of Microsoft Office software
• Strong relationship- and rapport-building skills;
• Empathic, caring approach, with strong active listening skills;
• Broad knowledge of community resources and supports;
• Demonstrated time management skills, accountability, reliability, and punctuality;
• Well-developed communication skills, ability to speak, listen and write clearly, thoroughly and professionally;
• Self-starter with a positive attitude and willingness to work flexible hours including evenings;
• Ability to work independently and as part of an interdisciplinary team; and
• Demonstrated knowledge and application of trauma-informed and culturally safe principles of care.
• Demonstrated knowledge of relevant Acts, pertinent regulations, policy, procedures and other statutory and certification requirements (such as the Mental Health Act; Adult Guardianship Act; Child, Family and Community Service Act; and Freedom of Information and Protection of Privacy Act).
• Ability to maintain professional integrity, boundaries, and confidentiality.
• Ability to make effective referrals in a collaborative manner, reflecting in-depth knowledge of community resources and strong collaborative skills in working with other community partners.
• Knowledge of systemic issues and risk factors facing underrepresented groups including 2SLGBTQIA+ and Indigenous youth and young adults.

4. Other Information
• Possessing a BC class 5 Driver's license with business insurance and drivers abstract review complete are an asset (mileage paid for work use)
• Police Information Check, vulnerable sector check
• Current First Aid certification required.

At Encompass Support Services Society, we have prioritized equity, diversity, and inclusion. We strive to embed these principles in our programs and services and in fostering an environment of dignity, respect, and belonging. We encourage applications from persons with historical and/or current barriers to equity, who will work respectfully within our inclusive organization and diverse community.

In lieu of a resume and cover letter, applicants are welcomed to submit a video application. Please email your video at [email protected] and include the following information:

• Introduction and educational background: Introduce yourself and provide a brief overview of your educational background and why you're applying for the role.
• Work experience: Please describe your previous/current role and responsibilities and how it is relevant to this position
• Skills and Abilities: What specific skills or strengths do you bring to this role?
• Do you a valid class 5 driver's license and use of a reliable vehicle