Receptionist and Group Administration Support

Receptionist and Group Administration Support

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

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Job Summary

Reporting to the Meetings, Committees, Health & Safety Coordinator the Receptionist provides reception and administrative support for the department/unit. The Receptionist is a key member of the CCTG team who works at CCTG offices at Queen’s University providing direct support to the CCTG Team as well as guests/visitors to the Facility. The Receptionist is a key contact for the CCTG network who works in a professional and collaborative manner on behalf of the Group. Key responsibilities include includes receiving and greeting staff/visitors, responding to contact by phone and in-person, receiving and transmitting patient randomizations, supporting scheduling, as well as document development and maintenance and other administrative tasks required of the position.

**Job Description**:

**KEY RESPONSIBILITIES**:

- Perform receptionist duties which may include answering the phone and greeting walk in visitors, taking messages and scheduling appointments and meetings.
- Perform word processing and typing tasks. This typically consists of completing or initiating routine correspondence, notes, memos and minutes. Verify accuracy and correct errors. May convert data or documents between various formats as necessary.
- Perform clerical duties such as sorting and distributing incoming mail, preparing outgoing mail, photocopying/faxing, receiving courier deliveries, distributing and retrieving information, booking rooms, maintaining the building and other inventory and supplies, placing orders and preparing lists.
- Communicate with staff, faculty and general public. This contact may be in person, over the phone, or through the mail.
- Process information received from other staff including coding, entry, recording, verifying and relaying in an accurate and timely manner. This generally involves data input into a computer system and ongoing maintenance of that data.
- Undertake other duties in support of the department/unit.

**REQUIRED QUALIFICATIONS**:

- Secondary school diploma with knowledge of basic office practices, computer skills or basic bookkeeping/accounting procedures or completion of a one year post-secondary training in office administration. Consideration will be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

- Interpersonal and communication skills (verbal and written) to perform reception duties and deal with a wide variety of individuals from within the University and general public and to provide clear and accurate information in a respectful and inclusive way.
- Basic computer and office skills, in particular, knowledge of word processing packages. Knowledge of spreadsheet and database software considered an asset. Ability to learn new software packages.
- Service-oriented perspective.
- Attention to detail and accuracy, organizational and time-management skills, and ability to maintain focus even under pressure and with frequent interruptions.
- Ability to maintain strict confidentiality.
- Commitment to diversity issues, possess the ability to interact with persons of diverse backgrounds.
- Problem-solving skills with an ability to know when to refer problems to others.

**DECISION MAKING**:

- Prioritize work.
- Respond to general inquiries and make decision to redirect or refer to more senior staff if necessary.
- Decide what format best suits a particular document and how the information should be presented.
- Direct clients to the appropriate level and type of services.

Employment Equity and Accessibility Statement

**Skills**

**Reference**
- 306787