Receptionist/administrative Assistant

Step Up Academy is a multidisciplinary learning center offering ABA Therapy, Speech Therapy, Occupational Therapy and Academic Learning Opportunities to Neurotypical and Neurodivergent children. Our goal is to empower our children to grow and succeed by offering them the right environment, supports and a collaborative team that develops personalized and responsive programming. For this role we are looking for individuals who are passionate about helping children and creating an environment that is welcoming, warm and safe.

**Position Description**

The Receptionist will be reporting to the Manager of Operations. The Receptionist serves as the primary point of contact at the entrance. This role is responsible for welcoming clients, caregivers, and visitors with professionalism and warmth, ensuring they receive timely assistance and clear direction. Additionally, the Receptionist plays an important role within the Facilities team, providing support to building operations as needed.

**Main Responsibilities**

**Primary Point of Contact Customer Service**:

- Create a welcoming environment by greeting and directing clients, caregivers and visitors in a friendly and professional manner.
- Ensure the reception area is clean and organized.
- Answer and direct phone calls, handle inquiries, and provide information about Step Up Academy services, directing any clinical inquiries to the appropriate staff.
- Confirm client appointments using appropriate booking systems.
- Coordinate with clinical staff to ensure smooth client flow, assisting clients with check-in and check-out procedures as required, and addressing any immediate needs.
- Maintain and ensure confidentiality of client information.
- Maintain and follow safety plans, including the Building Security Policy, to ensure safe entry and exit of clients and access to services.

**Administrative Duties**:

- Order taxis for clients and staff, maintaining accurate records as per Step Up Academy policy.
- Perform general administrative tasks including photocopying, scanning, and faxing, during designated administrative time.
- Work on special administrative projects and ad-hoc data entry, as assigned by the Manager.
- Complete any mandatory training as assigned by Step Up Academy.

**Therapist Support**
- Support therapists by going in to sessions and working with children in cases where the therapist might need to step out.
- Engage children as they come to the center and develop positive relationships.
- Support with preparation of material and printing to ensure sessions run smoothly.
- Support therapists in additional ways that may come up that allow sessions to run smoothly and efficiently.

**Building Operational Support**:

- Organize the waiting room daily, opening and closing TV monitors, sensory equipment, and coloring activities.
- Enter data and support the Maintenance Management System.
- Manage incoming and outgoing mail as appropriate.
- Manage deliveries, working with facilities and clinical staff to ensure proper distribution.
- Act as Chief/Deputy Chief Fire Warden.
- Provide communication support for emergency procedures as per Step Up Academy policy (i.e. Code Yellow, Lockdowns, Fire).
- Maintain ASIST and Emergency/CPR training.
- Communicate with clinical, medical, and administrative staff to ensure smooth operations, addressing any security or building concerns as per Step Up Academy Policy.
- Consult on building operational supports for Summer Camp and Evening Service, as related to Front of House client flow and management.

**Qualifications**
- Post-secondary and/or high school diploma is required; certification in office administration or related field is preferred.
- 2 years' relevant experience in a receptionist or customer service role, preferably in a healthcare or educational setting.
- Experience working with children on the Autism Spectrum is a MUST.
- Familiar with database systems
- Excellent customer service, communication, interpersonal and organizational skills, and attention to detail.
- Demonstrated problem solving skills including good judgement managing challenging situations and complaints processes with clients.
- Proven ability to multitask and work effectively in a fast-paced environment.
- Knowledge of Computerized Maintenance Management System is considered an asset.
- Ability to speak Tamil is considered an asset.
- Ability to use American Sign Language is considered an asset.
- A satisfactory Police Records Check (Vulnerable Sector Screening).
- Proficient with MS Office (Word, Excel, PowerPoint and Outlook).
- Fluency in French is considered an asset.
- Strong organization and multitasking skills needed.

**Job Types**: Full-time, Permanent

Pay: $40,000.00-$45,000.00 per year

Additional pay:

- Bonus pay

**Benefits**:

- Dental care
- Flexible schedule
- On-site parking
- Paid time off

Schedule:

- Day shift
- Evening shift
- Monday to Friday
- Weekends as needed

**Education**:

- Bachelor's Degree (requir