Job Description

Regular Part-Time

POSITION SUMMARY

CMHA is looking for a Front Desk Support worker based at Warmland Shelter. Reporting to and under the


direction of the Manager, Warmland Services, the Warmland Front Desk Support carries out a variety of


duties related to the daily operation of Warmland House, including some administrative duties, and


works with Warmland co-workers to assist clients.

QUALIFICATIONS

Qualifications include high school diploma; additional certification in Office Management is an asset;


minimum 2 years' work experience as a Receptionist, Front Office Administrator or similar role and


experience working in an emergency shelter or residential care facility. First aid and non-violent


intervention certification as well as strong Microsoft Office skills including Excel.

POSITION DETAILS

This is a Part-time Union Position (20 hours/per week). The workdays are Monday to Friday; the hours are


2:00 pm - 6:00 pm. Some flexibility with these hours is possible. The rate of pay is $24.76 per hour (Pay


Grid 5). The position offers attractive Benefits Package along with Municipal Pension Plan upon eligibility.


Successful candidate to start as soon as possible.

APPLICATION DETAILS

Please submit a resume clearly outlining your education, experience, and qualifications as they relate to


this position via email to careers.cowichan@cmhacowichan.ca.

Applications will be accepted until October 30, 2025.

Please note successful clearance of a Criminal Record Check for vulnerable sector is a condition of

employment with CMHA Cowichan Valley Branch.

CMHA-CVB adheres to the values of diversity, cultural safety, and respect for all, as identified in its Anti-

Racism Statement, please visit our website at cmhacowichanvalley.com.


We thank all applicants in advance for their interest; however, only those selected for further consideration will be

contacted.

JOB DESCRIPTION

Position Title:

Warmland Shelter Front Desk Support

Program Area:

Warmland Shelter

Date:

July 2021

Grid

5

ORGANIZATION OVERVIEW:

Providing services in the Cowichan Valley since 1992, Canadian Mental Health Association


Cowichan Valley Branch (CMHA-CVB) is a registered charity and not-for-profit,
independent society operating under a branch division agreement with CMHA British


Columbia and within the context of the nation-wide Strategic Plan of the Canadian Mental


Health Association.
As part of a national organization and an advocate of mental health for all, CMHA-CVB


facilitates access to resources people need to maintain and improve mental health and


wellbeing, and to participate in community integration, build resilience, and support


recovery from mental illness and/or substance use and addiction.


CMHA-CVB operates Warmland House Emergency Shelter, Transitional Housing Services,


Sobering and Assessment Centre, Adult Outreach programs, Mischa Lelum Youth


Emergency Shelter, a Youth Centre, Youth Connect, Bounce Back personal coaching,


Family Capacity Program, Rainbows and a variety of other counselling/therapeutic


programs for children, youth, and families.


CMHA-CVB also provides community education and advocacy aimed at the promotion of


good mental health and in support of individuals and families with mental health


challenges.


CMHA-CVB adheres to the values of diversity, cultural safety, and respect for all, as


identified in its Anti-Racism Statement as attached.

JOB OVERVIEW:

Reporting to and under the direction of the Manager, Warmland Services, the Warmland


Front Desk Support carries out a variety of duties related to the daily operation of


Warmland House, including some administrative duties, and works with Warmland co-

workers to assist clients.

RESPONSIBILITIES:

Under the direction of the Manager, Warmland Services, the Front Desk Support will:


Communicate directly with their supervisor re: any questions or concerns Read and comply with the Warmland Shelter Manual and be familiar with all Warmland
safety protocols and procedures


Be familiar with programs associated with Warmland, such as various medical services
available to clients, as well as outside programs that may be helpful to clients


Communicate and correspond with co-workers and management to share pertinent
information that may affect the safety and wellbeing of clients and staff


Perform administrative duties such as answering the phone, taking and distributing phone
messages from a variety of sources such as clients, doctors' offices, staff, and the


public, receive, sort and distribute mail and email and offer administrative support to the


Warmland Manager as assigned


Arrange meetings as directed by the Warmland Manager (with clients and staff) and
circulate notices and agendas.
Place purchase orders with external suppliers, receive supplies, check invoices
against orders and goods received, store and distribute supplies, and contact


suppliers to obtain and/or provide general information.
Set appointments between the clients and Tenant Support Worker, in-house Client
Support Worker, and/or Doctor/ Nurse Practitioner
Receive rent and other payments from clients and gives receipts, following all money-


handling procedures and keeps meticulous money handling records


Perform general staffing and timekeeping functions such as calling in relief staff from a pre-established list, tracking hours worked, and reviewing timesheets for accuracy.


Support continuity among shelter teams by documenting and communicating relevant actions and incidents


Receive client complaints and redirect complaints as necessary to appropriate channels, generally to the Manager


Light housekeeping and laundry when needed Work professionally and ethically in a team setting, including the ability to maintain confidentiality of clients and co-workers at all times, and stay focused on the client's


needs


Document/submit/file pertinent forms and information as required and keep updated
records and files as directed
Be familiar with personal hygiene supplies which are available at the Shelter to provide
to clients


Distribute and record Naloxone kits as required Prepare Harm Reduction kits, distribute and record as required Receive medications for clients from the pharmacy Receive clothing and other donations from outside sources and put in the appropriate
area for sorting


Receive, record, check, and balance cash transactions, including receiving payments and
issuing receipts


Perform other duties and tasks as assigned by Manager and/or Team Lead

QUALIFICATIONS:

Minimum 2 years' work experience as a Receptionist, Front Office Administrator
or similar role
High school diploma; additional certification in Office Management is an asset Experience working in an emergency shelter or residential care facility Training/education in human and social services Successful clearance of a Criminal Record Check for Vulnerable Sector First aid and non-violent intervention training Strong background in the use of Microsoft Office Suite, especially Excel

REQUIRED COMPETENCIES:

Demonstrated knowledge of cultural competency and anti-racist practices Effective team player who is respectful, non-judgmental, collaborative and non-


intrusive


Ability to organize, multi-task and prioritize own workload Accuracy, with attention to detail Ability to analyze situations quickly and apply sound judgements Ability to multi-task, prioritize and solve problems Ability to maintain strict confidentiality Effective personal boundary setting skills Ability to work and build rapport with others and work professionally, effectively and non-judgmentally with a broad range of personalities, needs, cultures, abilities and


socioeconomic backgrounds


Excellent interpersonal and communication skills, both verbally and in writing Ability to take and follow direction from management Ability to work independently and as part of a bigger team Motivated to work in a non-profit environment Willingness to take on and continually learn new tasks as required Intermediate PC skills in using Microsoft Office applications with a strong knowledge
of creating and managing spreadsheets.


Hands-on experience with office equipment (e.g. fax machines and printers) Excellent stress management skills are essential Ability to deal with urgent situations in a timely and effective manner, while streamlining office operations.


Ability to build positive and collaborative working relationships with individuals and teams


Possess a generous degree of flexibility and adaptability Possess the ability to work independently while maintaining an awareness of when to seek out direction, consultation and support