Job Description

Receptionist/Admin Assistant-Bilingual

Salary Range:

$26.09 To $29.39 Hourly

French posting to follow

INTERNAL/EXTERNAL POSTING

Receptionist/Admin Assistant (Bilingual EN/FR) - Evenings/Saturdays

Part-Time Permanent Position (14 hours/week)

SCOPE OF POSITION

Reporting to the Manager of Corporate Services, the position is responsible for providing reception and administrative support to WOCRC programs.

MAIN RESPONSIBILITIES AND DUTIES

Ensure clients of the Centre feel welcome and facilitate smooth access to programs and services; Carrying out all building/reception opening and closing procedures; Greeting visitors, determining their need and directing them accordingly; issue visitor passes when required; Managing a multi-line reception phone system; monitoring and responding to telephone and email inquiries from the public, clients and staff; redirecting calls or messages as appropriate. Responding, when appropriate, to questions about the organization and its various programs or services; Sorting and distributing all incoming mail and deliveries to appropriate repcipients; ensuring that any outgoing mail is prepared and sent daily; Booking meeting rooms for staff or external partners, ensuring proper set-up and cleanliness, and lending support as needed; Ensuring an adequate supply of general forms and office supplies for Reception; ordering office supplies for staff; Liaising with the printing company for orders of branded stationary and business cards; Maintaining and distributing the staff telephone extension directory; Supporting the continued maintenance of the Reception Operational Manual and any other instruction/information as related to the role; Taking client payments and monetary donations; redirecting gifts-in-kind; Providing basic support to clients using the public computers, when required; Training new Reception staff; Arranging back-up for Reception when needed; Ensuring cleanliness and organization of entire reception space, including client waiting and child play areas, public computer area and mail room; Ensuring bulletin boards are up-to-date and pamphlet racks are stocked.

Provide administrative support to WOCRC staff:

Assisting the Administration Manager with administrative duties, as required; Providing general administrative support to managers and their teams, as directed by the supervisor; Editing and formatting Word docs and creating Excel reports; performing data entry. Revising and editing texts (Eng. and Fr.); occasional brief translations; Processing client survey results; Supporting centre-wide campaigns and program promotion; Supporting communications initiatives; Photocopying, laminating, preparing mailing labels and mail-outs, preparing meeting material.

Other:

All WOCRC employees have some fundamental responsibilities that go beyond the confines of their occupations. These include:

Ensuring that the commitment to diversity is understood and respected; Working in a manner that incorporates health promotion and recognizes the determinants of health; Maintaining up-to-date professional skills and knowledge through formal and informal training; Acting as an "ambassador" for WOCRC within and outside the Centre by creating an awareness of WOCRC programs and promoting services offered; Compliance with all mandated legal/regulatory requirements related to working at WOCRC (Employment Standards Act, Occupational Health and Safety Act, standards of professional conduct); Maintaining awareness of and compliance with WOCRC policies and procedures; Maintaining awareness of and compliance with funder requirements, policies, procedures and regulations; Working in a manner that preserves confidentiality and seeks to minimize risk in keeping with Privacy and Confidentiality policies and procedures; Supporting the Centre's student and volunteer placement programs; Working during both regular and extended hours of operation in locations identified by the Centre.

Performing other related duties as assigned.

QUALIFICATIONS

Education and Experience:

Post-secondary training in office management, administration or a related program, or an equivalent combination of experience and education; One year reception experience with a multi-line phone system, preferably in a multi-disciplinary setting and a not-for-profit organization; One-year administrative experience in an office environment.

Competencies:

Ability to work independently, as well as effectively in a team setting; Knowledge of administrative procedures, including proficiency with Microsoft Office suite of products, email and Internet; knowledge of social media an asset; Excellent communication, interpersonal, problem-solving and organizational skills; Demonstrated ability to work in a multi-cultural, multi-disciplinary team environment; Ability to work evenings and weekends.
Language Requirements

Ability to communicate fluently in English, spoken and written Ability to communicate fluently in French, spoken and written Other languages reflective of the community we serve an asset.

SALARY - HOURS:

Salary: $26.09 to $29.39 per hour 14 hours/week: Tues/Wed - 4 pm to 8:30 pm; Sat - 8:30 am to 1:30 pm Possibility of occasional extra hours
We are an equal opportunity employer. All employment decisions are based on business and job requirements. All qualified applicants will receive considerations for employment based on individual qualifications, without regard to age, ancestry, colour, race, citizenship, ethnic origin, place of origin, creed, disability, family status (including single status), gender identity, gender expression, record of offences (in employment only), sex (including pregnancy and breastfeeding), sexual orientation or any other status protected by the laws or regulations in Ontario.

WOCRC has an accommodation process in place that provides accommodations for employees with disabilities. If you require a specific accommodation because of a disability or a medical need, please do not hesitate to let us know how we can best accommodate you.

We thank all applicants for their interest in this employment opportunity. Please note however that, due to the volume of resumes received, only those applicants selected for further consideration will be contacted.

The WOCRC values the diversity of its employees and the knowledge, skills and contributions that each brings to the organization. Our work is meaningful, fulfilling, and can be demanding, so we are committed to offering our staff compensation that is fair and competitive for our industry along with a comprehensive suite of benefits to support staff health, wellness, and financial security. Subject to status of position, we offer, generous paid time off policies, including 4-weeks annual vacation, 3-weeks annual sick leave, salary top-up plans, a superb Employee Assistance Program, Health, Dental and Disability Insurance, a world-class Pension Plan (HOOPP), discounted gym memberships and a flexible, supportive work environment, we believe in providing what staff need to thrive, grow, and feel connected and included in our mission.

This is a unionized position. Terms and conditions of employment, including compensation and benefits, are governed by CUPE Local 5530's Collective Agreement.

AFFICHAGE INTERNE/EXTERNE

Receptionniste/Adjoint(e) Administratif(tive) bilingue (ANG/FR)-Soirees/Samedis

Emploi temps partiel, permanent - 14 heures/semaine

SYNTHESE DU POSTE

Relevant au gestionnaire des services centraux, le ou la titulaire du poste assure les services de reception et offre un soutien administratif leger aux differents programmes du CRCOO.

PRINCIPALES TACHES ET RESPONSABILITES

Reception

Assurer que les clients du Centre se sentent bien accueillis et faciliter l'acces aux programmes et services Effectuer toutes les procedures d'ouverture et de fermeture du batiment/reception Accueillir les visiteurs, determiner leurs besoins et les diriger en consequence; delivrer des passes visiteurs si necessaire Gerer un systeme telephonique multi-lignes a la reception; repondre a tous les appels et courriels du public, des clients et du personnel; rediriger les appels ou messages si approprie Repondre, lorsque cela est approprie, aux questions concernant l'organisation et ses divers programmes ou services Trier et distribuer tout le courrier et les livraisons entrants aux destinataires appropries; s'assurer que tout le courrier sortant est prepare et envoye quotidiennement Reserver des salles de reunion pour le personnel ou les partenaires externes, assurer la mise en place et la proprete, et apporter un soutien si necessaire; Assurer un approvisionnement adequat en formulaires generaux et fournitures de bureau pour la reception; commander des fournitures de bureau pour le personnel; Faire le lien avec l'imprimerie pour les commandes de papeterie et cartes de visite de marque; Maintenir et distribuer le repertoire des extensions telephoniques du personnel; Soutenir la maintenance continue du Manuel Operationnel de la Reception et toute autre instruction/information liee au role; Prendre les paiements des clients et les dons monetaires; rediriger les dons en nature; Fournir un soutien de base aux clients utilisant les ordinateurs publics, si necessaire; Former le nouveau personnel de la reception; Organiser le remplacement a la reception si necessaire; Assurer la proprete et l'organisation de tout l'espace de reception, y compris les zones d'attente des clients et de jeu pour enfants, la zone des ordinateurs publics et la salle de courrier. o Assurer que les tableaux d'affichage sont a jour et que les presentoirs de brochures sont approvisionnes.

Soutien administratif au personnel du CRCOO

Aider le gestionnaire administratif dans les taches administratives, selon les besoins Fournir un soutien administratif general aux gestionnaires et a leurs equipes, selon les directives du superviseur Modifier et formater des documents Word et creer des rapports Excel ; effectuer la saisie de donnees Reviser et editer des textes (Ang. et Fr.) ; traductions occasionnelles Traiter les resultats des enquetes clients Soutenir les campagnes et la promotion des programmes a l'echelle du centre Soutenir les initiatives de communication Photocopier, plastifier, preparer des etiquettes d'envoi et des envois postaux, preparer le materiel de reunion.

QUALIFICATIONS

Formation et experience

Formation postsecondaire en gestion de bureau, administration ou un programme connexe, ou une combinaison equivalente d'experience et d'education Un an d'experience en reception avec un systeme telephonique multi-lignes, de preference dans un cadre multidisciplinaire et une organisation a but non lucratif Un an d'experience administrative dans un environnement de bureau

COMPETENCES

Capacite a travailler de maniere autonome, ainsi qu'efficacement en equipe Connaissance des procedures administratives, y compris la maitrise de la suite Microsoft Office, du courrier electronique et d'Internet ; la connaissance des reseaux sociaux est un atout Excellentes competences en communication, interpersonnelles, en resolution de problemes et en organisation Capacite demontree a travailler dans un environnement d'equipe multiculturel et pluridisciplinaire Capacite a travailler en soiree et les samedis.

LANGUES

Capacites a communiquer couramment en anglais et en francais, a l'oral et a l'ecrit

REMUNERATION - HEURES

Salaire :

26.09 $ /heure 29.39$/ heure

14 heures par semaine Mardis et mercredis 16h a 20h30
Samedi matin : 8h30 a 13h30.

Possibilite d'heures additionnelles a l'occasion
Le CRCOO souscrit en tant qu'employeur au principe d'egalite d'acces a l'emploi. Toutes les decisions d'embauche sont basees sur les exigences de l'entreprise et du poste. Tous les candidats qualifies seront pris en consideration pour l'emploi en fonction de leurs qualifications individuelles, sans egard a l'age, l'ascendance, la couleur, la race, la citoyennete, l'origine ethnique, le lieu d'origine, la croyance, le handicap, la situation familiale (y compris le statut de celibataire), l'identite de genre, l'expression de genre, le casier judiciaire (uniquement en matiere d'emploi), le sexe (y compris la grossesse et l'allaitement), l'orientation sexuelle ou tout autre statut protege par les lois ou reglements de l'Ontario.

Le CRCOO a mis en place un processus d'accommodement qui prevoit des amenagements pour les employes handicapes. Si vous avez besoin d'un amenagement specifique en raison d'un handicap ou d'un besoin medical, n'hesitez pas a nous faire savoir comment nous pouvons vous accommoder.

Nous remercions tous les candidats de leur interet pour cette opportunite d'emploi. Veuillez noter cependant que, en raison du volume de CV recus, seuls les candidats selectionnes pour une consideration ulterieure seront contactes.

Le CRCOO valorise la diversite de ses employes et les connaissances, competences et contributions que chacun apporte a l'organisation. Notre travail est significatif, gratifiant et peut etre exigeant, c'est pourquoi nous nous engageons a offrir a notre personnel une remuneration equitable et competitive pour notre secteur, ainsi qu'une suite complete d'avantages pour soutenir la sante, le bien-etre et la securite financiere du personnel. Selon le statut du poste, nous offrons des politiques genereuses de conges payes, y compris 4 semaines de vacances annuelles, 3 semaines de conges de maladie annuels, des plans de complement de salaire, un excellent programme d'aide aux employes, une assurance sante, dentaire et invalidite, un regime de retraite de classe mondiale (HOOPP), des abonnements de gym a prix reduit et un environnement de travail flexible et favorable. Nous nous engageons a fournir au personnel ce dont il a besoin pour s'epanouir, grandir et se sentir connecte et inclus dans notre mission.

Il s'agit d'un poste syndique. Les termes et conditions d'emploi, y compris la remuneration et les avantages sociaux, sont regis par la convention collective de la section locale 5530 du SCFP.

Job Types: Part-time, Permanent

Pay: $26.09-$29.39 per hour

Expected hours: 14 per week

Work Location: In person