Receptionist, Administration

5 months ago

Etobicoke, Canada LAMP Community Health Centre Full time

**Permanent Relief Position: Hours Variable and Not Guaranteed**

**Position Expected Start Date: ASAP**

**Hourly Wage: $19.98 per hour to $23.96 per hour**

**Location: Lakeshore Site**

**Proof of Vulnerable Sector Check required prior to hiring**

LAMP Community Health Centre is a multi-service, community based charitable organization that provides a wide range of programs and services to improve a person's health. LAMP uses a co-ordinated approach to connect people to medical services and other programs that build personal resources. By providing services that improve physical, emotional, social and economic well-being, people can better control their health and environment.

**Job Summary**
- The main responsibility of the Receptionist is to greet and direct those entering the building, as well as answering and directing telephone calls to LAMP.
- The Receptionist will have an excellent working knowledge of the programs and services provided by LAMP in order to appropriately direct visitors and callers.
- Other duties at the reception area including ordering of supplies, mail sorting, room bookings, maintaining information from various programs and data input.
- Will provide a welcoming environment to all they encounter in order that the organization is represented appropriately.
- The Receptionist will ensure that all organizational policies are followed.

**Primary Responsibilities**
- Safely open and close the facility, following appropriate guidelines.
- Depending on the shift, the Receptionist is responsible for unlocking doors and switching the telephones to receive calls, or locking and switching calls to message program.
- Greet all visitors in a friendly and professional manner and direct them to the appropriate destination or waiting area. Contact appropriate staff to inform them of the arrival of their guest/client.
- Answer incoming lines in a friendly and professional manner. Direct calls to the appropriate person/program within LAMP (e.g. clinical intake questions are forwarded to the Intake Officer, etc). Provide basic program details as required (i.e. program, special event or meeting times/location, etc.)
- Liaising with program staff on an as-needed basis for the purpose of receiving calls and taking messages (e.g. Primary Health Care (PHC) Medical Office Assistants (MOAs).
- Handle all situations in a calm, professional manner. Use available assistance as appropriate (e.g. calling for back up, Manager to Reception, or Client Response Team members for situations that are escalating beyond your control and recording these instances.)
- Monitor and request supplies for infection control at reception including disinfectant wipes, hand sanitizer, masks and tissues. Ensure reception is kept clean and safe.
- Participate on the Client Response Committee or any other committee relating to client services.
- On occasion, cash for donations, memberships, etc. is received at reception. Contact Accounting Assistant to pick up cash and paperwork that is received.
- Maintain up to date information on program activities and special events, and share this information effectively with the rest of the Reception Team.
- Clean reception area, coffee area, door handles and handrails in the main floor reception area and entrances. Ensure that the main reception area is kept tidy.
- Sort incoming mail, date stamp mail/invoices upon arrival, sort mail into programs and deliver to the applicable mail slot in the mailroom.
- Respond to alarms in accessible washrooms by contacting appropriate persons in the area or directly responding to reception area washroom. Monitor Security Cameras to ensure properly working and report problems. Receptionist is responsible for locking/unlocking accessible entrance and reporting any problems with the entrance.
- Work with other Receptionists and members of the Administration Team in order to ensure effective, up to date information is communicated.
- Complete other administrative tasks that may be assigned.
- Present themselves in a professional appearance.
- Develop an understanding of our client base and treat all clients/visitors/staff/volunteers with respect and dignity.
- Perform other duties as required.

**Required Qualifications**
- Secondary School Diploma or equivalency with one to three years reception experience is required.
- Excellent interpersonal skills necessary to work effectively across all levels of the organization’s diverse workforce.
- Excellent communication skills, both verbal and written, with the ability to clearly convey information and ideas.
- Positive attitude and dependable with strong initiative and the ability to work both independently and in a team oriented atmosphere.
- Effective multi-tasking skills with excellent attention to detail for accuracy and thoroughness.
- Enjoys a fast paced working environment and has the ability to balance demands and priorities of the workload, manage time effectively, and operate within the time frame

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