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Program Assistant

3 months ago

Toronto, Canada Family Service Toronto Full time

**Program**:
Changing Lives Family Violence Programs
**Contract**:
Full-Time; 35 hours per week, one year contract
**Location**:
This position will work mainly from the FST office located at 355 Church Street, with travel to
other FST offices as required.
**Salary**:
$43,328 - $53,303 BU Grade 5
**Application Deadline**:
April 11th 2024 by 5:00 pm
**File Number**:
ADMIN #13-24 - with cover letter and resume
**E-Mail**:
**Mail**:
HR, 355 Church Street, Toronto ON M5B 0B2
**Web**:
familyservicetoronto.org

Grow with us
Family Service Toronto (FST) helps people face a wide variety of life challenges. For over 100 years,
we have worked with individuals and families destabilized by precarious mental health and/or
socioeconomic circumstances, to achieve greater resilience and stability in more just and
supportive communities. We achieve this through our direct service work of intervention and
prevention which includes counselling, peer support and education; knowledge building; and
system-level work including social action, advocacy, community building and working with partners
to strengthen the sector.

We’re proud of our people and culture We are constantly evolving what we do and how we do
it. Our work is grounded in the lived experience of the clients and the community. We celebrate

diversity, equity, inclusion, and excellence. We are agile, learning and always willing to try new
things.

The Opportunity
Reporting to the Operations Manager, the Program Assistant is the first point of contact for all
clients, suppliers and visitors when they visit or contact Family Service Toronto. Working closely
with the Program Managers and other Program Assistants this role will maintain a professional
office environment and will ensure that office administrative processes function smoothly.
- Responsibilities:
- Responsible for greeting, welcoming, and directing all visitors and callers in a professional,
- respectful, effective, courteous manner and informing staff of their arrival.- Prepares information packages in advance (e.g., client information forms, service agreements,

evaluation documents, program specific documentation requirements), hands out to clients
and explains documents.
- Answers telephone and responds to inquiries.
- Collects, updates and inputs information (e.g. client information; consent forms; evaluation

materials; surveys; scanning and attaching correspondence, reports, group attendance etc.)
into applicable electronic client databases, according to required timelines required by the
program and/or funder.
- Collects/reconciles and submits fees from individual clients/group program participants and

issues receipts.
- Keeps abreast of developments in local community resources as they relate to site-specific

programming. Develops and maintains systems to share this information with site staff.
- Participates in quality improvement activities, updating, retrieving, validating, and maintaining

information as needed.
- Ensures office is working efficiently and reports problems/suggestions to manager.
- Qualifications:
- One to two years community college or a combination of education and experience in a
- relevant field.- One to three years’ experience in reception and administrative functions.
- Demonstrated exceptional skills in a customer service role.
- Ability to sensitively and professionally respond to the needs of clients who are first time

callers, are calling in crisis, are repeat callers, etc. and the ability to maintain client and
organizational confidentiality.
- Excellent verbal and written communication skills.
- Excellent computer skills (e.g., skills using Microsoft Word, Excel, PowerPoint and Access).
- Demonstrated experience working with diverse populations.
- Experience with crisis de-escalation.
- Knowledge of community resources in the City of Toronto.
- Initiative and ability to manage competing demands and set priorities
- Ability to work accurately with strong attention to detail in an environment with many
- potential interruptions- Tact, diplomacy and flexibility in dealing with people in a variety of roles.
- Ability to work in and contribute to an environment which respects the human rights, dignity
- and worth of all individuals.- Initiative and ability to manage competing demands and set priorities.
- Ability to work accurately with strong attention to detail in an environment with many
- potential interruptions.- Satisfactory up-to-date Criminal Reference Check and Vulnerable Sector Check.

Interested?

Our goal is to attract, develop, and retain highly talented employees from diverse backgrounds
allowing us to benefit from a wide variety of experiences and perspectives.

We actively encourage applicants from all equity seeking groups. First Nations, Inuit, Métis, Black
and People of Colour, people with disabilities, people of diverse gender expression, and people
with lived experience of poverty are encouraged to apply.

In accordance with Ontario Human R