Bilingual Administrative Assistant, Reception

2 days ago

Gloucester, Canada Archdiocese of Ottawa-CornwallArchidiocèse d'Ottawa Cornwall Full time

**JOB TITLE: Administrative Assistant, Reception**

**OVERVIEW**:
As the first point of contact for visitors and team members, the role of the Administrative Assistant - Reception is to always exemplify the culture and spirituality of hospitality of our Church. In greeting visitors, receiving inbound communication, and sharing information with relevant parties wanting to engage with the Archdiocese of Ottawa-Cornwall, the Administrative Assistant - Reception will be expected to be compassionate to deal with the many sensitive issues brought about by people from all walks of life. The person in this position is part of the Department of People and Culture of the Archdiocese and reports to the Director of this department.

Under the direct supervision of the Director, People and Culture, the role of the Administrative Assistant is to greet visitors to the Diocesan Centre and answer telephone calls to the Archdiocese of Ottawa. As the first point of contact, it is important to offer the hospitality of the Church at all times and without exception. In carrying out these duties, this person will be expected to deal compassionately with people from every level of the church and the general public, frequently dealing with sensitive issues.

**RESPONSIBILITIES AND TASKS**:
**Welcome our brothers and sisters (**20 % of the time)
- Answer calls for the Archdiocese in a courteous and professional manner, using an **Avaya** telephone system with three lines and a voice mail system; provide responses to questions that are general in nature; transfer calls to the appropriate person or service
- Greet guests who have an appointment, request their names and invite them to the waiting area while announcing their arrival to the appropriate team member or service;
- Greet visitors who do not have an appointment and determine the reason for their visit so they can be referred to the appropriate team member or service;
- Take note of questions received and work with the Department of Communications and Mission Promotion to determine the most appropriate way to answer them. These answers will be used to develop an Archdiocesan Frequently Asked Questions (FAQs) database.

**Administrative Support (**50% of the time)
- Support the Archbishop’s Office, the People and Culture, Safe Environment (SE), and Communications and Mission Promotion Departments in posting messages and information to the Archdiocesan website.
- Support the People and Culture team in the posting of positions when required.
- Maintain the diocesan center's organizational chart up to date.
- Maintain the diocesan employee telephone list up to date.
- Assist the Director of Communications and Mission Promotion with a variety of administrative tasks, such as: creating forms, preparing templates, monitoring survey results, researching information, liaising with parishes, and suppliers.
- Assist with general filing needs.
- Support the Safe Environment Advisor with performing police checks, updating databases related to SE, providing results, answering questions and following up with clergy, volunteers, and employees of the Archdiocesan center and parishes.
- Support the Chancery Department in various tasks such as: maintaining the electronic version of the Diocesan Directory; performing archive searches for confirmation certificates to remit to Archivist; with various filing needs.
- Perform other related tasks involving administrative support as requested by the Director of Communications and Mission Promotion, the People and Culture Manager, and the Manager Safe Environment.

**Database support (DDMS) **(20% of the time)
- Assist in creating and ensuring the main database of contacts for the Archdiocese is always up-to-date.
- Perform regular checks of all websites and social media for inaccuracies of contact information and hours of operation, update this information when needed and inform the other members of the Communications and Mission Promotion team of any irregularities.
- Assist other team members when they are having difficulties finding information in the database.
- Maintain the media contact list up to date for the Communications and Mission Promotion Team
- Extract lists from the database when required to support the Archbishop’s Office, as well as the Communications and Mission Promotion, People and Culture, and Safe Environment departments.

**Mailing **(5% of the time)
- Sort and distribute mail to Archdiocesan team members;
- Prepare all outgoing mail using an MSF1 mailing machine;
- Handle outgoing mail / packages / parcels to be sent by courier - complete requests online and ensure proper information appears on packages;
- Receive parcels and mail and inform the appropriate team members or tenants of the arrival of the parcels;
- Assist the Department of Communications and Mission Promotion with the distribution and management of Archdiocesan publication subscriptions.

**Procurement **(5% of the time)
- Maintain and order office supplies a

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