Unit Assistant-document Management Team/receptionist

**Reporting to**: Supervisor, Privacy and CPIN Lead

**Classification**:Full-Time Temporary 4-month contract; 35 hours week per week, union

**Type of Posting**:To Fill a Temporary Vacancy

**Compensation**: $45,864.00-54,412.00 per annum

**Starting Date: As soon as possible**

**Application Deadline**:11:59pm, Sunday September 21, 2025. Applications will be reviewed on an on-going basis.

Guided by Catholic values and teachings, we serve and offer bilingual (English/French) service to children, youth and families within the Hamilton community to protect their safety and well-being, strengthen families and nurture lifelong relationships.

We are currently seeking a **Unit Assistant-Document Management Team/Receptionist** to join our team on a full-time temporary basis for a 4 (four) month contract.

The **Unit Assistant-Document Management Team/Receptionist**will perform their duties with a high degree of personal and professional integrity, while building collaborative relationships and partnerships with all individuals based on mutual respect.

The **Unit Assistant-Document Management Team/Receptionist**is responsible for ensuring all duties are carried out in alignment with the mission and vision of the Society, with a commitment to social justice.

JOB DUTIES
- Manage paper and electronic documentation collected and created by the agency staff. Prepare documents for scanning and uploading into the document management systems. Ensure that documents are handled following appropriate privacy legislation.
- Provide backup reception support, including answering and redirecting phone calls, and welcoming visitors. Responsibilities include covering reception during the full-time Receptionist’s breaks, lunches, absences, or as needed.
- Provide reception support to the Management Team in the event of an agency emergency or safety concern.
- Receive and process _After Hours Emergency Services_ (AHES) reports every morning; and track the AHES Activity Log on a daily basis.
- Manage all paper documents for protection staff including: receiving documents from stations across 3 floors or receiving documents electronically, uploading documents and attaching into CPIN
- Monitor and manage incoming and outgoing faxes for staff.
- Create and manage the coverage calendars
- Organize all room bookings for all staff (senior staff exempt).
- Manage the Adobe function to obtain signatures from clients via a web-based interface and password protecting Adobe documents.
- Create and schedule agency conferences and ensure appropriate staff are invited to conferences.
- Complete mandatory training and participate in ongoing agency training.
- Demonstrates a commitment to the principles of anti-oppressive practices and anti-racism based on justice, fairness, equity, respect of the beliefs and traditions of others.
- Complies with the agency Health and Safety policies and the Ontario Health and Safety Act, and regulations.
- Committed to the Society’s mission and vision.
- Performs other duties as may be assigned.

QUALIFICATIONS/SKILLS
- College Diploma in Administration or post-secondary certificate/diploma in a business or administrative program, or equivalent. Consideration will be given for a combination of relevant post-secondary education and experience
- 3-5 years’ working in an administrative capacity, with switchboard/reception experience.
- Preference for 2 years’ related or direct experience with a Child Welfare agency or not-for-profit agency providing administrative support to professionals who assist children or clients in need.
- Bilingual French/English is an asset.
- Expert knowledge working with Microsoft Teams.
- Ability to maintain a calm professional demeaner under stressful situations. Maintains strong interpersonal skills, tact, sensitivity and diplomacy when working with guests in the building.
- Demonstrated competence in problem solving, conflict resolution and CPI nonviolence techniques.
- Ability to be decisive and effective under pressure and to perform tasks efficiently and using initiative and judgment in a fast-paced environment. Seeks assistance when appropriate.
- Excellent organizational, coordination and time management skills to determine priorities, act in a timely manner and complete administrative duties within strict deadlines and with managing several assignments simultaneously.
- Excellent verbal and written communication skills that is concise, professional and accurate.
- Ability to work independently, jointly, co-operatively in consultation with other persons, professionals and teams. Maintains effective communication and working relationships with Agency staff, clients and stakeholders.
- Demonstrates a commitment to, and work ethic in leadership and role models behaviours that demonstrates the Mission and Vision of the Catholic Children’s Aid Society.
- Respectful and compassionate demeanor.
- Knowledge and commitment to anti-oppressive/anti-racist philosophy.

**Additional Requirem