Administration/reception (Programs Support)

The **John Howard Society of Durham Region** has an exciting opportunity for you. If you have a passion to support people with resources who require assistance with employment, housing, counselling, literacy, harm reduction and judicial supports, an appreciation for the not-for-profit sector and would like to work for the John Howard Society of Durham Region, we encourage you to apply.

**Administration/Reception (Programs Support)**

**Division**: Administrative Services
**Work Status**: Full-Time
**Location**: Durham Region (Oshawa & Bowmanville)

**About the Role**:
The John Howard Society is a multi-service organization. Services at JHS Durham are funded through a variety of federal, provincial, and municipal governments. This position is responsible for a wide variety of administrative office duties along with service user screening to assess whether further services; internally or externally, in the community are needed. This includes supporting all agency programs, greeting and screening visitors, answering and referring inbound telephone calls, managing a service user caseload, scheduling appointments, and administrating agency correspondence.

Core programming at JHS Durham includes Employment, Literacy, Harm Reduction, Counselling Groups, Homelessness, Residential and Justice Services.

**You’ll be working on things like**:
**Service User Support**
- Screen all individuals upon entry into the building by verifying their inquiry and subsequently inform them of appropriate services for which they are eligible and establish their referral process to agency programs based on inquiry
- Maintain a calm, courteous and professional demeanour, managing visitor’s behaviour and expectations
- Present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
- Remain current with other community agencies in Durham Region to provide external referrals where JHS programs are not able to service
- Liaises with other JHS staff to ensure coordination between programs and utilizing available resources.
- Receiving service users and notifying staff of their arrival, refer service users to appropriate agency services, scheduling appointments where appropriate, and directing incoming calls
- Facilitate screening and intake of service users seeking services related to Record Suspension

**Administrative Support**
- Ability to use internet, social media, and other research tools to identify resources and programming tools.
- Record and distribute messages for staff members when required
- General filing of correspondence and service user file material where needed and required
- Utilizing a computer/laptop to produce correspondence, memos, reports, and minutes for programs
- Data entry into database systems as required
- Coordinates procurement activities - office and meeting supplies and maintenance supplies
- Maintain the cleanliness and appearance of the reception/resource room, assist with other areas of office as needed
- Observe and report any security/safety issues
- Maintain office equipment which can include desktop computers, copiers, and report ongoing equipment maintenance issues
- Maintain monthly performance related statistical reports when required
- Learn and utilize new / specialized software as required
- Receive payments and provide receipts where appropriate using agency debit system, cash, donor cheques and receipt book systems
- Maintain and display information on other agencies and training opportunities
- Maintain electronic media resources as required, such as certificates, minutes templates etc,
- Maintain accurate and up-to-date statistics and documentation as required
- Other duties as assigned

**Case Management/Documentation**
- Screen and open files for record suspension service users
- Maintain accurate and up to date case notes related to support and services provided to record suspension service users
- Copy and maintain sufficient forms for programs files, fax, collect and distribute mail etc, prepare files for programs

**Community Referrals**
- Thorough understanding of all JHS Durham Services and corresponding resources
- Work effectively and collaboratively with all JHS in-house services and programs to ensure coordination between programs and utilization of available resources
- Make referrals to community agencies as deemed appropriate
- Assist programs with event fundraising administrative tasks
- Attend workshops, meetings and seminars as requested
- Representing the agency in the community when required
- Other related duties as required

**If you have the following we want to hear from you**
- Related community college diploma with a combination of related experience
- Acts in a professional manner and maintains a position of trust and confidentiality.
- Acts in an open, respectful, honest, and helpful manner with all team members, service users and other staff.
- Excellent knowledge of office practices, procedur