Relief Administrative/program Assistant

3 weeks ago

Toronto, Canada Family Service Toronto Full time

**Grow with us**

Family Service Toronto (FST) helps people who face a wide variety of life challenges. For over 100 years, we have worked with individuals, families and communities destabilized by precarious mental health and/or socioeconomic circumstances, to achieve greater resilience, stability, and equity. We achieve this through our understanding of poverty and the harmful effects of marginalization, discrimination, and oppression. We direct our energies to support individuals and families in our core service areas - community counselling and mental health, gender-based violence and developmental disabilities. At the same time, we work to influence policy, build knowledge, strengthen communities and advocate for system change.

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**

**Responsibilities**

Customer service:

- Welcomes and directs all visitors and callers.
- Answers telephone, using a bilingual French/English greeting, and responds to inquiries.
- Checks, routes, and responds to messages in the general delivery mailbox.
- Cancels or reschedules appointments with clients when staff, students or volunteers are absent or delayed.

Administration:

- Prepares information packages
- Collects, updates and inputs information into applicable electronic databases
- Collects and reconciles fees from clients and issues receipts.
- Processes and submits fees to accounts receivables.
- Works with manager(s) to orient and update staff, students, and volunteers to relevant administrative protocols
- Orders and maintains office and kitchen supplies and office equipment.
- Ensures the first aid boxes are maintained.
- 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.
- Acts as a liaison with various service providers regarding issues identified within the suite.
- Supports with various correspondence for a variety of stakeholders.
- Takes minutes at various meetings as requested.
- Participates in quality improvement activities.
- Maintains accurate filing systems
- Provides logístical support for the preparation of presentations, community events, seminars and/or workshops
- Maintains a list of regulatory college license numbers to be used for billing purposes
- Prepares letters for clients
- Marks attendance of all clients in electronic client database
- Maintains absolute confidentiality regarding client information.
- Supports risk management and efficiency processes

**Qualifications**
- Community college diploma and/or equivalent combination of education and experience in the field of administration, social services, or psychology over a minimum three-year period. Foreign credentials are valued.
- One to three years reception/administration experience
- Demonstrated customer services skills
- Proven ability to sensitively and professionally respond to the needs of clients who are first time callers, calling in crisis, repeat callers, callers with limited English language knowledge, and people with disabilities (non-verbal, blind, deaf/hard of hearing and intellectual disabilities)
- Knowledge of community resources and supports in the City of Toronto.
- Good listening, verbal, and written communication skills
- Strong keyboarding and computer skills, particularly with Microsoft Office (Word, Excel, PowerPoint), and CRM
- Experience working with an electronic database
- Proven ability to manage competing demands and prioritize work within the context of multiple requests for time and assistance with many potential interruptions
- Excellent organizational, coordination and time-management skills.
- Demonstrated ability to take initiative
- Demonstrated experience working effectively as part of a team and ability to work independently
- Demonstrated commitment to principles of cultural competency, social justice, anti-oppression, equity, and inclusion
- Experience in working with students and/or volunteers is an asset
- Fluency in French is considered an asset
- Satisfactory Criminal Reference Check and Vulnerable Sector Check will be completed prior to start date.

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, members of 2SLGBTQI+ communities and people with lived experience of poverty are encouraged to apply.

In accordance with Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2

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