Receptionist

2 months ago

Ottawa, Canada Catholic Centre for Immigrants Full time

***

The Receptionist provides intake services to clients and administrative support to all CCI Departments. This position performs data entry, compiles reports, and liaises with other CCI departments to ensure the best service for clients.

**MAIN DUTIES & RESPONSIBILITIES**

Under the direction of the Office Manager, the Receptionist will:

- Perform office and administrative duties to support clients and the Settlement team.
- Collect initial client information and open client files
- Assess client needs during the intake process.
- Perform data entry and database maintenance.
- Organize meetings and record meeting minutes.
- Maintain accurate service, client records, and program documentation.
- Provide administrative support for program and statistical reports.
- Organize and maintain an extensive filing system to provide the best service for clients.
- Organize and maintain an extensive filing system.
- Support the involvement of volunteers in the department.
- Perform general office duties including answer all incoming phone calls, filing, reception, meeting arrangements and maintenance of database.
- Develop and implement strategies to ensure accurate and timely flow of information from counsellors to Manager.
- Update arrivals and departures on daily basis.
- Maintain accurate service records and program documentation.
- Prepare monthly billings and reports as required by the manager.
- Prepare rooms for City of Ottawa clients
- Open and update files as required
- Provide City clients with initial orientation to programs and services available
- Intake & initial needs assessment of the City clients and assist them with their needs
- Perform other related duties as assigned.

**QUALIFICATIONS**

(Education, Knowledge, Experience, Skills)

The Receptionist understands and supports CCI’s mission and has knowledge of the newcomer market in Ottawa. This position requires strong communications and interpersonal skills, excellent organizational abilities and exceptional cultural competency.
- Post-secondary education in a related field, or an equivalent combination of education and experience.
- Excellent interpersonal skills, and a high degree of cross-cultural competence.
- Skilled at de-escalation, negotiation, and conflict resolution.
- High degree of accuracy in data entry. Demonstrates understanding of the newcomer experience.
- Familiarity with relevant community programs and resources.
- Excellent organizational skills and the ability to set priorities and meet deadlines.
- Ability to deal with confidential material and matters.
- Ability to perform duties independently and with mínimal supervision.
- Ability to work in a multidisciplinary, culturally diverse workplace.
- Proficiency with Microsoft Office Suite.
- Fluency in English & French is required. Fluency in other languages is an asset.
- The Catholic Centre for Immigrants (CCI) is committed to being an equal opportunity employer._

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