Receptionist/administrative Assistant

**Job title**:Receptionist/Administrative Assistant

**Department**:Welcome Centre and Immigrant Services - Ajax

**Reports to**:Manager, Welcome Centre and Immigrant Services - Ajax

**Hours of work**:8:30 a.m. to 4:30 p.m.

**Job purpose**

The Receptionist/Administrative Assistant will be the first point of contact responsible for attending to visitors and dealing with client inquiries both on the phone and face-to-face. In this position you will be required to provide information to clients regarding the organization's services. The successful incumbent will be required to perform a variety of clerical and administrative tasks in order to support and ensure that services are provided in an effective and efficient manner.

**Company Overview**

**Duties and responsibilities**

**Administrative Support**
- Ensure established service standards and customer service excellence is maintained
- Assist with Centre Marketing
- Communicate and liaise with Centre partners and community agencies regarding programs and client records
- Assist with developing and implementing administrative practices to increase efficiency and enhance customer service
- Assist the Centre Manager with the update and maintenance of a centralized Welcome Centre filing and database management system
- Compile statistical reports, information on intake, service activity, and provide to Centre Manager on a monthly basis or when requested
- Draft and format correspondence and memos
- Assist with producing and maintaining form templates for Centre use as required
- Assist with coordinating use of special equipment (e.g. laptops, projectors, etc.)
- Assist to ensure the onsite Welcome Centre's promotional materials and virtual platforms are maintained and updated
- Set up meeting rooms and offices for workshops, meetings, etc. ensuring all required equipment and meeting supplies are available
- Prepare and maintain client appointments on behalf of Centre partners
- Assist with minute taking at meetings as requested by Centre Management
- Participate in promoting positive workplace culture through committee membership and agency activities

**Client Service Support**
- Assist with training and support to ensure a welcoming environment at the Welcome Centre and CDCD.
- Conduct data entry, client tracking, database maintenance, and overall statistics collection.
- Provide information on agency services, schedule appointments, and keep accurate intake records.
- Conduct initial screening and direct clients to appropriate internal and external services.
- Coordinate the smooth flow and collection of initial client contact details.
- Client Service Support

**Skills and Abilities**
- Superior communication skills, oral and written proficiency in English.
- Working knowledge of French would be a strong asset.
- Excellent interpersonal/customer service skills including excellent telephone manner.
- Proficiency in MS Office Applications: Word, Excel, PowerPoint, Publisher, Outlook, Access, Internet.

**Additional Requirements**
- Ability to take initiative and work independently.
- Excellent organizational and time-management ability to multi-task in a fast-paced environment.
- High level of energy and a positive attitude.
- Demonstrate a non-judgmental and positive approach to challenges.
- Ability to take initiative and be a strong self-starter who takes responsibility and is accountable for actions/decisions.
- Results oriented, proactive, and resourceful with a quality-standards approach.
- The Receptionist/Administrative Assistant will need to be flexible regarding assigned work hours and location
- This role may include a rotation of schedule; timings could include: 8am to 4pm / 8:30am to 4:30pm / 10:30am to 6:30pm / 1:00pm - 9:00pm

**Core Competencies**

**Valuing Diversity and Social Change**

Supports and promotes an environment that holds opportunities for all, regardless of race, ancestry, colour, ethnic origin, citizenship, creed, religion, sex, sexual orientation, age, family status, or disability; fosters a climate of inclusion, where diverse thoughts are freely shared and integrated. Understands social justice; all groups and individuals receive fair treatment and an equitable share of the benefits of society.

**Culturally-Sensitive**

Recognizes, understands, and applies attitudes and practices that are sensitive to and appropriate for people with diverse cultural socioeconomic and educational backgrounds, and persons of all ages, genders, health status, sexual orientations and abilities.

**Job Specific Competencies**

**Customer Focus**

Commits to meeting the expectations and requirements of internal and external stakeholders; acts with stakeholders in mind; values importance of providing high-quality customer service.

**Interpersonal Skills**

Ability to deal cooperatively with other staff, volunteers, funder agencies and other government and community organizations. Actively listens to the client’s and employee needs.

**Oral