Reception and Administrative Assistant

**Position Type**: Temporary Full-Time (1 year, with possibility of extension)
**Reports To**: Director, Client Services

**Location**: Burlington, may be required to work from Milton when needed
**Hours**: 32 hours per week, Monday to Friday, Days
**Wage**: $20 per hour
**Application Deadline**: August 24, 2025

**Position Summary**

The Reception and Administrative Assistant plays a key administrative and front-line support role, ensuring efficient day-to-day operations and contributing to shelter safety and security. This includes managing incoming communications, screening visitors, maintaining inventory of supplies, and supporting staff, volunteers, and clients. You will work closely with the Shelter and Facilities staff to ensure a safe, responsive, and professional environment.

**Key Responsibilities**

Reception & Visitor Management
- Greet and pre-screen visitors, contractors, and staff; uphold confidentiality and safety protocols.
- Monitor security cameras and manage building access in line with safety procedures.
- Maintain sign-in/out logs for all who enter and exit the building.

Client & Volunteer Support
- Provide trauma-informed, respectful, and responsive client service at all times.
- Support, train, and guide front desk volunteers.

Administration & Communications
- Provide administrative support to the Director, Client Services and the Manager, Safe Shelter Services, Burlington, including minute-taking at Client Services meetings and occasional assistance with appointment/meeting scheduling.
- Complete routine administrative tasks: data entry, photocopying, scanning, filing, and records management.
- Maintain staff photo IDs, name tag lanyards, and security fob inventory.
- Coordinate the distribution of gift cards to in-shelter and Community Outreach clients

Mail, Donations & Supplies
- Accept and record in-kind donations; issue non-tax receipts in line with policy.
- Retrieve corporate mail from the Canada Post PO box as needed.
- Coordinate purchasing for Burlington shelter and Community Outreach team
- Receive, pick-up, and distribute incoming mail and packages while maintaining client privacy and confidentiality, ensure outgoing mail has sufficient postage and is sent expediently.

Occasional or As-Needed Duties
- Coordinate confidential transportation of client files/items between shelter locations.
- Support major agency events such as the Gala, Hope in Every Step, and the golf tournament, with occasional travel and work outside regular hours. All staff share in event duties.
- Performs other duties as assigned to support the overall operations and mission of the organization

**Qualifications**
- Post-secondary education in office administration or a related field is preferred.
- Minimum 2 years of client-facing administrative experience in social services or a not-for-profit environment, with shelter or similar experience considered an asset.
- Strong verbal and written communication skills.
- Proficiency in Microsoft Office 365 and other platforms including Adobe Acrobat, SmartSheet, Canva or demonstrated ability to quickly learn new software platforms and programs.
- High level of accuracy in data entry and record keeping.
- An ability to maintain a calm and compassionate demeanor in a fast-paced and emotionally sensitive environment.

**Requirements**:

- Clear Police Vulnerable Sector Check
- Two-step Tuberculosis Skin Test (TB Test)
- Proof of COVID-19 vaccination
- As part of the recruitment and selection function, HWP will collect voluntary self-identification data from applicants in accordance with the Ontario Human Rights Code, HWP Hiring Practices Administrative Procedure, HWP’s Employment Equity Policy and Ontario’s Anti Racism Data Standards:_
- Personal information is collected under the authority of the Anti-Racism Act, 2017, S.O. 2017, c. 15, in compliance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56. In accordance with HWP’s Employment Equity Policy, personal information collected on this form will aim to achieve an inclusive, diverse and representative workforce. It works to intentionally identify and remove barriers for equity-deserving communities at each stage of the hiring process. Encouraging diversity of the workforce is vital because the workforce should be reflective and representative of the community._
- Although hiring policies must adhere to the qualification requirements set out in applicable Regulations and any applicable collective agreement provisions, HWP recognizes the importance of the following when developing its selection and evaluation criteria:_
- valuing applicants’ additional experience, lived experience, skills, backgrounds and perspectives; and
- granting first consideration, where the skills, ability, and qualifications of the applicants are relatively equal, to applicants who self-identify as members of historically under-represented communities.
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