Relief Administrative/program Assistant

**Program**:
BIC/CLFV***
**Contract**:
Casual/Relief on a scheduled or as needed basis; 12-month contract
**Location**:
128A Sterling Road, 355 Church St, 1527 Victoria Park Ave and from a safe home-based office as
required.
**Salary**:
$23.05 - $28.44 per hour; Grade 5 EXCL
**Application Deadline**:
Open until filled
**File Number**:
36-22 - with cover letter and resume
**E-Mail**:
**Mail**:
HR, 355 Church Street, Toronto ON M5B 0B2
**Web**:
familyservicetoronto.org

Grow with us

Family Service Toronto (FST) helps people 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
The Administrative/Program Assistant is the first point of contact for all clients, suppliers and visitors
that contact Family Service Toronto, either by phone or in person. This role will ensure office
time employees at three of FST’s locations. Some work from home may be required from time to
time.

**Responsibilities**:
Customer service:

- Welcoming and directing 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