Receptionist/administrative Assistant

4 months ago

Ajax, Canada Community Development Council Durham Full time

**Job title**:Receptionist/Administrative Assistant

**Department**:Welcome Centre and Immigrant Services - Ajax

**Reports to**:Welcome Centre Manager

**Hours of work**:8:30 a.m. to 4:30 p.m.

**Job purpose**

This split role of Receptionist/Administrative Assistant is responsible for attending to visitors and dealing with inquiries on the phone and face to face. He/she supplies information regarding the organization to clients in addition to providing secretarial, and administrative support in order to ensure that services are provided in an effective manner. The role supports the Newcomer Community Services department with administrative duties and volunteer coordination.

**Company Overview**

**Duties and responsibilities**
- Ensure establish service standards and customer service excellence is maintained.
- Assist with the Welcome Centre and Newcomer Community Services Marketing.
- Communicate and liaise with Centre partners and community agencies regarding programs and client records.
- Assist with developing and implementing administrative practices to increase efficiency and enhance customer service.
- Assist with the update and maintenance of a centralized Welcome Centre filing and database management system.
- Compile statistical reports, information on intake, service activity, and provide to Centre Manager on a monthly basis or when requested.
- Support the Team Lead for Newcomer Wellness, Volunteer & Youth Services in administrative support for CDCD’s Volunteer program.
- Support the Team Lead for Newcomer Wellness, Volunteer & Youth Services in administrative support for Newcomer Community Services Department.
- Draft and format correspondence and memos.
- Assist with producing and maintaining form templates as required.
- Assist with coordinating use of special equipment (e.g. laptops, projectors, etc.).
- Set up meeting rooms and offices for workshops, meetings, etc. ensuring all required equipment and meeting supplies are available.
- Prepare and maintain client appointments on behalf of Centre partners.
- Assist with minute taking at meetings as requested.

**Client Service Support**
- Assist with training and support to ensure a welcoming environment at the Welcome Centre and CDCD.
- Conduct data entry, client tracking, database maintenance, and overall statistics collection.
- Provide information on agency services, schedule appointments, and keep accurate intake records.
- Conduct initial screening and direct clients to appropriate internal and external services.
- Coordinate the smooth flow and collection of initial client contact details.

**Skills and Abilities**
- Superior communication skills, oral and written proficiency in English.
- Working knowledge of French would be a strong asset.
- Excellent interpersonal/customer service skills including excellent telephone manner.
- Proficiency in MS Office Applications: Word, Excel, PowerPoint, Publisher, Outlook, Access, Internet.

**Additional Requirements**
- Ability to take initiative and work independently.
- Excellent organizational and time-management ability to multi-task in a fast-paced environment.
- High level of energy and a positive attitude.
- Demonstrate a non-judgmental and positive approach to challenges.
- Ability to take initiative and be a strong self-starter who takes responsibility and is accountable for actions/decisions.
- Results oriented, proactive, and resourceful with a quality-standards approach.

**Core Competencies**

Valuing Diversity and Social Change

Supports and promotes an environment that holds opportunities for all, regardless of race, ancestry, colour, ethnic origin, citizenship, creed, religion, sex, sexual orientation, age, family status, or disability; fosters a climate of inclusion, where diverse thoughts are freely shared and integrated. Understands social justice; all groups and individuals receive fair treatment and an equitable share of the benefits of society.

**Culturally-Sensitive**

Recognizes, understands, and applies attitudes and practices that are sensitive to and appropriate for people with diverse cultural socioeconomic and educational backgrounds, and persons of all ages, genders, health status, sexual orientations and abilities.

**Job Specific Competencies**

**Customer Focus**

Commits to meeting the expectations and requirements of internal and external stakeholders; acts with stakeholders in mind; values importance of providing high-quality customer service.

**Interpersonal Skills**

Ability to deal cooperatively with other staff, volunteers, funder agencies and other government and community organizations. Actively listens to the client’s and employee needs.

**Oral and Written Communication Skill**s

Demonstrates proficient abilities to develop high-quality written reports and expresses excellent communication skills when dealing with clients and employees.

**Organization and Time Management**

Capable of organizing files and printed reports in an effective manner

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