Job Description

The Receptionist is the first point of contact for participants entering the H4 program. This role involves providing a welcoming introduction to the program for new participants, documenting attendance and key data using the Homeless Individuals and Families Information System (HIFIS), directing flow of participants to appropriate services, booking appointments, and fulfilling requests for services, clothing, and basic needs. The Receptionist plays a crucial role in ensuring smooth and safe operations while creating a supportive environment for participants as soon as they enter the building.

Essential Duties and Responsibilities Include:

Participant Intake and Registration Obtain informed consent to document participants using the Homeless Individuals and Families Information System (HIFIS) and internal registration processes. Ensure accurate and timely entry of participant information into relevant systems. Maintain strict confidentiality and privacy of participant information. Maintain waiver and consent documents utilizing program processes.

Participant Service Direction and Appointment Booking

Provide participants, visitors, and community partners with necessary information and assistance to navigate the program. Book appointments for participants with various service providers within the H4 program, as applicable or coordinate with other on-site staff. Assist and maintain an organized system to manage requests for services and distribution of items such as clothing, and basic needs

Program Operations and Activities

Answer and direct phone calls and emails to the appropriate staff members. Maintain a clean and organized reception area. Assist with general administrative tasks as needed. Participate in staff meetings and professional development opportunities. Complete other duties as assigned.

Education & Skills

High School Diploma or equivalent required. Post-secondary education in a related field (Administration, Human Services, Social Work, etc.) is an asset. Additional certifications or training related to Social Services or Administration would be an asset.

Work Experience

6 months - 1 year of experience in a receptionist or administrative role, preferably in a social services or community-based setting, is preferred.

Knowledge

Ability to speak other languages an asset.

Certifications and Other Requirements

Criminal Reference and Vulnerable Sector Checks required. Updated CPR and First Aid Certification required. Non-violent Crisis Intervention (NVCI), Mental Health First Aid, and Applied Suicide Intervention Skills Training (ASIST) certification an asset. Must have reliable and effective mode of transport

Work Related Abilities

Policies and Procedures: Adheres to all organization policies and procedures and make recommendations where applicable. Able to relate to routine operations in a manner that is consistent with existing solutions to problems; log work activities.

Handle Multiple Tasks / Requests: Able to deal with frequent change, delays, multiple requests (phone and in-person), high volume of requests, while addressing written tasks, unexpected events etc.

Spoken and Written Communications: Able to clearly present information verbally in person and over the phone; in writing and to document activities; to read and interpret written information; comprehend information delivered orally.

Professional Engagement: Able to communicate with clients, partners, and staff professionally. Awareness and sensitivity to clients experiencing homelessness as well as the needs of the vulnerable sector an asset.

Critical Problem Solving: Able to assess complex situations and develop effective, practical solutions within each context. Capable of making sound decisions under pressure, prioritizing tasks, and employing critical thinking to navigate immediate challenges.

Safety: Demonstrates skill around personal safety, deescalation of clients and ability to advocate for responsible harassment free behaviour.

Relevant Work Environment

The workweek will be a minimum of sixteen (16) hours, including availability and flexibility for evening, weekday, and statutory holiday work as required. The role may involve physical activities such as walking between different areas of the facility, standing, bending, lifting materials up to a certain weight limit, sitting at a computer workstation for extended periods, and other tasks that require mobility within the facility.

Disclaimer

The job specifications indicate the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent.

The incumbent may be asked to perform other duties as required.

Job Types: Part-time, Permanent

Pay: $22.00-$24.00 per hour

Expected hours: 16 per week

Work Location: In person