Corporate Services Receptionist

6 days ago

Ottawa, Canada Somerset West Community Health Centre Full time

**JOB POSTING**

**Position Title**: Corporate Services Receptionist

**Classification**:Admin Assistant, Band 5 Level 3

**Pay Band**: $24.07 per hour to $29.53 per hour

**Type**:Casual/Relief**

**Department**: Corporate Services

**Reporting to**: Office Administrator - Corporate Services

**About SWCHC**

We are Somerset West Community Health Centre (SWCHC), a non-profit, community-governed

organization that serves over 18,000 clients annually. Established in 1978, SWCHC provides a wide range of health care services such as primary health care, health promotion, community development, mental health, and harm reduction.

We are deeply connected to the communities we serve and committed to removing barriers to accessing services for people who are vulnerable because of their age, income, ability, sexual orientation or gender identity, and language or culture. SWCHC strives to ensure that our team reflects the communities we serve. We work within an anti-racist, anti-oppressive framework that acknowledges the existence and impacts of systemic racism and seeks to ensure that systems are fair and equitable for everyone.

:
As the first point of contact with the Centre, the central responsibilities of the main receptionist are to greet clients, visitors and staff, both in person and on the telephone in a friendly, welcoming manner and to help them find what they need. To ensure that all visitors to the Centre feel welcomed and that we maintain low barrier access for our vulnerable clients and community members. To supply information regarding SWCHC and our services to the general public, clients, and visitors as requested.

**POSITION RESPONSIBILITIES**:
**_Participates in Team and/or Centre Activities: _**
- Attends team and staff meetings as required.
- Participates in team and Centre committees and special events as required.
- Contributes to the development and implementation of the Centre’s policies and procedures and the Centre’s strategic plan.
- Maintains up-to-date professional skills.
- Complies with all mandated legal/regulatory requirements related to working in the Centre (e.g. occupational health & safety, standards of professional conduct, etc.)

**_ Main Reception: _**
- Greets and triages clients and visitors in a friendly and welcoming manner.
- Answers incoming telephone calls and directs those calls in a prompt, professional, and courteous manner.
- Makes pages on the overhead system at the request of managers, directors, and the Maintenance Superintendent.
- Monitors the reception area and the main lobby as well as supports clients and guests in following the Centre’s rules and code of conduct, and provides feedback and redirection when needed.
- Reaches out to Harm Reduction Staff in the event of a client escalation using best practices, including de-escalation.
- Initiates safety and emergency response protocols (e.g. panic button, lockdown, etc.).
- Contacts 911 when appropriate, letting senior staff know that this has been done.
- Ensures staff and client safety by following established emergency response systems.
- Responds to inquiries in a helpful manner, and requests help from staff as necessary.
- Oversees visitor parking registration and enforcement in collaboration with maintenance personnel.

**_Room Booking, Van, and Security:_**
- Prepares daily room booking schedules for posting in various locations throughout the Centre before 9am daily.
- Maintains and monitors van log.
- Ensures that the security guard equipment is secure each evening.
- Ensures that the van pouches are secure each evening.
- Maintains security of the master key and any other sensitive items.

**_ General Administration Support: _**
- Sorts incoming mail and distributes it to the departmental mailboxes.
- Processes outgoing mail and maintains postage meter.
- Receives parcels and courier deliveries and notifies appropriate staff.
- Arranges courier and priority mail as requested.
- Updates staff directory as required.
- Completes data entry as required.
- General administrative duties as may be assigned.

**POSITION REQUIREMENTS**:
**_ Knowledge:_**
- Telephone operating systems.
- Microsoft Office systems and keyboarding skills

**_Competencies:_**
- Excellent verbal and written communication skills.
- Excellent reliability and punctuality.
- Solid professional personal presentation and interpersonal skills, including the ability to create a positive, warm, and welcoming environment for clients.
- Ability to use a client service focused approach, emphasizing empathy and acceptance.
- Competent information management skills.
- Organizing and planning abilities, including working in a busy and active lobby environment where you are constantly in the public eye.
- Excellent problem-solving skills and the ability to prioritize between multiple responsibilities.
- Good attention to detail.
- Experience working with marginalized groups in grassroots, community-based settings such as drop-ins. An understandi

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