Administrative Support, Workbc

3 weeks ago

Salt Spring Island, Canada Beacon Community Services Full time

**Department: Employment Services**

**Union: BCGEU Stand Alone**

**Days/Hours of Work: 22.5 hours/week**

**Tuesdays & Thursdays 8:30am-5:00pm, Wednesdays 10:30am-7:00pm**

***:
Reporting to the WorkBC Contract Manager, the Administrative Support 1 joins a multi-faceted team working in accordance with the mission, vision and values of Beacon Community Services who make a difference in people’s lives every day. The Administrative Support 1 assists the WorkBC team with reception, and data entry into the Integrated Case Management (ICM) system.

**DUTIES AND RESPONSIBILITIES**:
**_
Reception & Administrative Support_**
- Respond to enquiries and requests for information, either in person or over the phone, from clients, the general public, local business community, government agencies and community agencies while observing confidentiality guidelines
- Direct people to appropriate services and resources and inform Counselling and Employment Services team members when their clients arrive for meetings or require service
- Follow up with EI clients referred to WorkBC through Ministry Targeted, Referral and Feedback (TRF) database
- Assist new clients to register for BCEID’s and Online Employment Services (OES)
- Provide clients with assistance in the self-serve resource centre including support with printing,
- photocopying and faxing as required
- Attend and participate in team meetings, and all team-related activities and events occurring during scheduled working hours
- Assist the Director of Employment Services with WorkBC Financial Supports Reconciliations
- Assist WorkBC Clients with signing prepared WorkBC forms when Client Advisors are unable to meet with their client directly.
- Assess and provide eligible self-serve Clients with financial supports
- Assist Clients in self-serve with technical support (using computers, printer, copier, scanner, phone)
- Assist with creating and distributing posters, pamphlets and social media content.
- Assist with maintaining our Contacts Database and our Contact Lists within Mail Chimp.
- Provides vacation relief for other team members as required, and
- Perform other duties than those listed below as required.

**_
ICM Data Entry_**
- Participate in ICM training as required
- Provide overflow support to process billing including revisions and invoices as required
- Enter employment history into ICM
- Complete case closures including hard copy of file
- Record and document all necessary information into the ICM database ensuring accuracy and timelines
- Ensure Client Advisors’ data entry requirements in the ICM are met and are accurate
- Complete and monitor all Service Requests within the ICM: Case Transfer, Referrals from Ministry and Communication
- Maintain client hardcopy files - scanning and filing of documents
- Assists the WorkBC Contract Manager with reports as required
- Participate in Ministry training conference calls
- Provide back-up support for lunches, coffee breaks and vacation coverage for other Admin roles
- Identify clients who may need crisis-care services

**QUALIFICATIONS**:

- Completion of recognized post-secondary business and/or administration courses or combination of work experience and education
- Minimum 2 years’ experience in reception and/or administration
- Minimum 2 years’ experience in database use
- WHMIS Certification (to be renewed every two years)
- Facility and adaptability to use computer software including MS Office, Microsoft Teams
- Excellent computer skills and experience, including internet familiarity and working in various platforms (MailChimp, SurveyMonkey, Canva)

**KNOWLEDGE, SKILLS AND ABILITIES**:

- Create a professional and welcoming atmosphere within the Reception & Resource Centre areas
- Knowledge of community resources
- Ability to prioritize
- Excellent communication skills, with a focus on listening and comprehension & conflict resolution
- Good organizational skills
- Ability to assess priorities when dealing with the work-related needs of other team members
- Initiative
- Sound judgment
- Solution orientated
- Focused on results and task completion
- Cooperative and a team player

**ADDITIONAL INFORMATION**:
Beacon Community Services serves vulnerable populations including seniors, people with disabilities, children and youth. Protecting these people and our teams on whom they rely on is critical to us. Accordingly:

- All successful applicants must consent to a Solicitor General’s Criminal Record Check.

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