Administration/Program Support

6 days ago

Bowmanville, Canada JHS Durham Full time

Job Title: Administration/Program Support

Department: Administration

Location: Bowmanville/Oshawa

Posting Start Date: September 18, 2024

Posting End Date: October 1, 2024

Employment Group: CUPE 2936.13

Salary Grid Rate: $19.43 per hour

Standard Weekly Hours of Work: 35

Shift Work Required: No – Monday to Friday 8am to 4pm

Work Environment: Office and Community

Additional Benefits: Health, Dental, Life, LTD, AD&D, EAP, Accident, RRSP

Mission Statement:

To reduce the impact of crime and its causes by providing a spectrum of effective prevention and intervention programs.

Position Summary: The John Howard Society of Durham Region is seeking a dedicated professional for the role of Administration/Reception. This position plays a key role in supporting the organization's multi-service programs, providing administrative and reception support to all agency programs and services. The role involves greeting and screening visitors, answering and referring inbound calls, scheduling appointments, and assisting service users with resource access and program referrals.

Key Relationships:

Service Users:

  • Building a welcoming and supportive relationship with service users is crucial.
  • Act as the first point of contact for individuals seeking services, providing them with information and directing them to appropriate resources.

Internal Staff:

  • Collaborate closely with other staff members across various programs, such as Employment, Literacy, Harm Reduction, and Counselling Groups.
  • Coordinate and communicate effectively with program staff to support service user needs and facilitate referrals.

Supervisors and Management:

  • Maintain open lines of communication with supervisors and management to receive guidance and support.
  • Report on activities, challenges, and any areas requiring attention.

Community Agencies and Partners:

  • Establish and maintain relationships with community agencies to provide external referrals when JHS programs cannot meet service user needs.
  • Collaborate with community partners to ensure a seamless experience for service users seeking additional support.

Visitors and Suppliers:

  • Maintain positive and professional relationships with visitors and suppliers.
  • Provide assistance and information to visitors as needed.

Volunteers:

  • Work with volunteers to ensure they are effectively integrated into the organization.
  • Provide guidance and support to volunteers as needed.

Cleaning and Maintenance Staff:

  • Coordinate with cleaning and maintenance staff to maintain a clean, safe, and professional environment.
  • Communicate any cleaning or maintenance needs and issues.

Responsibilities:

Service User Support:

  • Screen and verify inquiries of individuals entering the building, guiding them to appropriate services.
  • Respond to counselling group programming inquiries, screen for suitability, and arrange intake appointments.
  • Assist users with applications to the Ontario Energy Support Program (OESP).
  • Manage access to the resource area and maintain current resources.
  • Facilitate needle exchange supplies and exchanges.
  • Maintain a calm and professional demeanour while managing visitor behaviour and expectations.

Administrative Support:

  • Utilize internet and research tools to identify resources and programming options.
  • Record and distribute messages for staff members as needed.
  • Maintain housing vacancy lists (Bowmanville) and order food with Feed the Need.
  • Handle general correspondence and data entry in various database systems.
  • Coordinate procurement activities for office supplies and maintain the cleanliness of the reception area.
  • Observe and report security and safety issues.

Case Management/Documentation:

  • Maintain accurate case notes and documentation related to support and services.
  • Handle documentation and filing for programs.

Community Referrals:

  • Collaborate effectively with in-house services and programs for coordination.
  • Make referrals to community agencies as appropriate.
  • Attend workshops, meetings, and seminars as requested.
  • Represent the agency in the community when required.

Ideal Candidate:

  • Post-secondary college education preferred, with related experience.
  • Acts professionally, maintaining trust and confidentiality.
  • Knowledge of office practices and equipment.
  • Experience working with marginalized and diverse populations.
  • Strong communication, problem-solving, and non-judgmental skills.
  • Knowledge of social services and community resources.
  • Familiarity with Microsoft Office 365 and cloud-based phone systems.
  • Ability to maintain filing systems and databases, with meticulous record maintenance.
  • Strong telephone etiquette and interpersonal skills.

Working Conditions:

  • Possible exposure to infectious waste and diseases.
  • May require travel and work at different JHS Durham locations.
  • Physical activity including sitting, walking, and standing.
  • May require lifting up to 35 lbs.

Application Instructions: Submit a letter of interest and your resume which outlines your skills, education, experience and fit for this position through this link: Application Link

Conditions of Employment:
The terms and conditions of employment are in accordance with the Collective Agreement between the John Howard Society of Durham and C.U.P.E. (Bargaining Unit Local 2936.13).
Accommodation will be provided in all parts of the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Applicants need to make their needs known in advance.
At John Howard Society we value inclusion and diversity. We are committed to fostering a culture that is respectful, inclusive and accessible and to employing a workforce that is representative of the diverse community we provide services to. As an equal opportunity employer, we welcome applications from all qualified applicants.

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