Receptionist

3 weeks ago

Toronto, Canada Dixon Hall Full time $21
Employment Type: Full-Time
Department: Seniors and Children & Youth Services
Union: Included (CUPE Local 2497)
Salary: $21.19/hr
File #: 24-SCY-34 (1 Open)
Posting Date: November 11, 2024
Posting Close: November 25, 2024

Position Summary

Reporting to the Director, Seniors and Children & Youth Services, the Receptionist will be the first point of contact for the Agency at the specific program sites where they have been assigned to work. The Receptionist will handle the flow of visitors to the building, ensure that all receptionist responsibilities are delivered in an accurate and timely manner, and create a positive first impression of the Agency with clients, partners, funders, employees, volunteers, and other guests.

Duties and Responsibilities
  • Greet Visitors, clients and guests in a professional and pleasant manner and direct/refer the individual(s) to the appropriate program, staff or resource at the program location to which assigned.
  • Answer, screen, and forward incoming telephone calls, providing basic information as required.
  • Assesses each client's needs and provide information and referrals as appropriate.
  • Provide support to programs operating in the program site where assigned.
  • Create and manage both digital and hard copy filing systems for business partners working from the program site where assigned.
  • Schedule meetings and appointments for the location based on all business partners' itineraries.
  • Identify/respond to potential crisis situations before they occur and takes steps to de-escalate minor situations, seeking support when necessary.
  • Performs day-to day duties such as opening or closing the building, receive, sort and deliver mail/deliveries/courier on a daily basis.
  • Monitors lobby conditions for any health and safety hazards and reports hazards to building services or management to be addressed.
  • Develop and maintain information and referral binders/sheets on DH programs and community resources.
  • Support/Coordinate Volunteers and students working in the reception area to meet client needs.
  • Maintain the reception and lobby area in a neat and tidy manner.
  • Maintain and respect the confidentiality of staff and clients.
  • Maintain security by following procedures and controlling access (monitor logbooks for client appointments with doctor, lawyer, tax clinic etc., monitor logs for visitor/client wheel Trans pick; monitor security door access)
  • Create, modify and update various documents as requested.
  • Perform data entry; manage contact databases.
  • Assist various corporate functions (Finance, IT, Facilities, etc.)
  • Update appointment calendars and schedule meetings/appointments; schedule room bookings.
  • Coordinate and handle outgoing mail, including large departmental mailings; monitor postage machine usage; ensure accurate postage logs and charges by department.
  • Perform other related duties as required/assigned from time to time.
  • Other duties as required
Qualifications
  • Bachelor's Degree, community worker Diploma, Social Services Worker Diploma, Administration or Administrative Assistant Certificate/Diploma or other equivalent college diploma preferred but high school diploma accepted with some college or equivalent experience.
  • Minimum one (1) years' experience working in a similar role as a receptionist.
  • Proficient with Microsoft Office; good computer Skills in MS Office and Windows.
  • Ability to deescalate hostile and aggressive clients with patience and respect.
  • Previous experience managing and answering a multi-line, multi-location telephone system.
  • Hands-on experience working with office equipment (i.e fax, copier, printers, and so on).
  • Exceptional customer service skills and professional phone manner; friendly and comfortable meeting and speaking with people.
  • Demonstrate strong organizational skills, attention to detail and able to multi-task & prioritize
  • Ability to work under pressure.
  • Available to work flexible hours.
  • Demonstrate resourcefulness and proactive in dealing with issues that may arise.
  • Demonstrate intake, assessment and referral skills.
  • Ability to communicate effectively with clients and colleagues (both verbally and in writing)
  • Demonstrate commitment to the principles of social justice, access, equity and inclusion.
  • Strong interpersonal skills with the ability to work with persons of diverse racial backgrounds.
  • Strong verbal and written English language communication skills; fluency in the use of a second language will be considered an asset.
  • Good problem-solving skills.
  • Must be qualified to work in Canada legally for the employer.
  • Able to provide a vulnerable Sector Screening check with a 'Clear' or satisfactory result that meets the operational requirements of the Agency.
  • Must have up-to-date vaccinations against COVID-19 with vaccine that has been approved for use in Canada.

Dixon Hall is dedicated to fostering an inclusive selection process and work environment, guided by their Race Relations and Employment Equity Policies. If selected for an interview, please inform the hiring manager or the People and Culture team of any accommodations you may require during the interview process.

To achieve their goal of inclusivity and diversity, Dixon Hall actively seeks exceptional candidates from varied backgrounds and with lived experiences. Individuals who self-identify as being from marginalized communities, including Indigenous peoples, racialized persons, persons with disabilities, and those from the 2SLGBTQIA+ community or who have experienced homelessness, are strongly encouraged to apply.


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