Job Description

POSITION TITLE:

Reception / Office Administrator

LOCATION OF POSITION:

Non-Union

TITLE OF IMMEDIATE SUPERVISOR:

Manager of Human Resources

PURPOSE OF POSITION:

The

Receptionist / Office Administrator

is responsible for promptly answering incoming calls and directing to proper department in a professional and efficient manner, greet guests at front reception, handle general office administration, assist in the development and maintenance of organizational communication, including social media; as well as assist in the coordination of organizational initiatives and events.

This role requires superior attention to detail, the ability to meet tight deadlines, juggle multiple requests with great organizational skills, and a high level of discretion in handling confidential information. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks independently.

STATEMENT OF MAJOR RESPONSIBILITY:

-Serve as the first point of contact for the agency by providing professional reception services, including greeting visitors, answering and directing phone calls, taking messages, and offering general information and directions.

-Provide comprehensive clerical and administrative support to all departments and the Executive Director, including data collection, information processing, coordinating meetings, preparing correspondence, and liaising with committee members, families, and external stakeholders as required.

-Manage outgoing mail through various carriers such as Purolator and Canada Post.

-Prepare and maintain Admission Packages in accordance with the direction of program managers.

-Organize and manage electronic files across departmental servers, ensuring accurate and secure data storage.

-Maintain up-to-date lists of individuals supported across various departments.

-Order, monitor, and manage inventory of office supplies, critical equipment, and personal protective equipment (PPE), in coordination with the Human Resources Manager.

-Receive and log inventory of critical supplies and PPE to ensure availability and compliance with organizational needs.

-Perform regular archiving of documentation in accordance with organizational policies and retention schedules.

-Maintain and update distribution lists for community partners, family members, volunteers, and individuals supported by the organization.

-Oversee the sale and tracking of third-party ticket sales and related funds for fundraising events (e.g., annual pasta dinner, holiday fundraisers).

-Design and distribute invitations for organizational events, stakeholder meetings, volunteer appreciation events, and other official functions as directed.

-Assist in the preparation, documentation, and follow-up of business arising from Board of Directors meetings.

-Maintain accurate records of board members' terms of office and up-to-date contact information.

-Assist in updating the organization's bylaws and constitution documents as directed by the Executive Director.

-Coordinate all materials and communications for the Annual General Meeting (AGM), including invitations, programs, and supporting documents.

-Maintain calendars of management and frontline staff schedules to support effective meeting coordination and emergency contact readiness.

-Provide administrative support for unionized shift sign-ups and related scheduling processes.

-Coordinate and schedule volunteer placements, and provide ongoing support during their assignments.

-Ensure cleanliness and organization of all office areas to maintain a professional and welcoming environment.

-Perform other related administrative duties as assigned to support the smooth operation of the organization.

HEALTH & SAFETY:

-Work in compliance with the provisions of the OHS Act and regulations

-Use or wear equipment, protective devices or clothing that the employer requires

-Report to Manager the absence or defect in any equipment or protective device of which the worker is aware

-Report to the Manager any contravention of the OHS act or regulations or the existence of any hazard of which he or she knows

-Bring forth any suggestions that would promote health and safety proactively within the work environment or within CL-FE

-Be alert to health and safety dangers

-Attend all scheduled training sessions

-Assist in reducing lost time incidents

KNOWLEDGE AND SKILLS:

-A good understanding of all programs provided by the Association

-Exceptional computer skills with knowledge of MS Office, Adobe CS (Creative Suite), Photoshop, PowerPoint, In Design, Basics of HTML

-Pleasant phone manners

-Strong oral and written communication skills

-Highly organized

-Excellent at problem solving and multitasking in a busy environment

-Well-developed time management skills

QUALIFICATION CRITERIA:

-Preferably training in Secretarial/Administrative area from a recognized College program or at least three years directly related experience.

- Proven ability to work under general supervision and to prioritize the work.

-Valid Ontario Driver's License (G class) and access to a reliable vehicle.

COMPETENCIES:

Advocacy

Emerging - Recognize when advocacy needs to happen

Identifies factors that may impact the person.

Understands the barriers/opportunities for the person or group.

Recognizes the significance of personal experiences, values, cultural diversity, and inclusion.

Shows sensitivity to time, issue, place and role.

Takes appropriate steps and opportunities to advocate.

Communicates through facts, data and examples to convince.

-Recognizes that one is not speaking for a person but amplifying their thoughts, preferences and choices.

Building Relationship

Emerging - Establishes positive relationships

Assumes personal responsibility to do their share of the work and follows through in a timely manner on inquiries, requests and concerns from individuals, their families, community partners and others.

Identifies the strength of key individual relationships and improves them in their immediate environment.

Maintains clear and timely communication with individuals and families, seeks continual feedback about service experience and shares helpful information and person directed goals.

Shares information, expertise and insight with team members about actions or proposed changes that will affect them. Uses ethical judgement about sharing information with others.

Treats other team members with respect, and listens with an open mind to others' points of view.

Genuinely values others' input and expertise and sees how each member contributes to a process and to the success of the team.

Sees value in engaging with diverse perspectives and takes advantage of those opportunities.

Values the diversity of roles, talents, skills, cultures and backgrounds that others bring to their learning and to joint team efforts.

Identifies and seeks out others who can support the goals of the team.

Willingly seeks diversity of feedback on ideas and adjusts accordingly.

Championing Change and Innovation

Emerging - Accepts the need to be flexible

Uses a person directed approach that is responsive to the needs and preferences of the person.

Sees change as an opportunity and demonstrates a willingness to modify ideas or perceptions based on new information or contrary evidence.

Adjusts behaviour to meet changing demands by choosing to not let things affect them when they do not go as planned.

Prioritizes responsibilities and responds to immediate needs while reorganizing timelines for less urgent situations.

Temporarily alters normal procedures or guidelines to fit a specific situation to get a task done and/or meet goals (within acceptable boundaries).

Supports change initiatives by following new directions in a positive manner and providing appropriate information.

Asks for feedback and ideas, and tries new approaches

Able to reflect and discuss their own flexibility toward change initiatives, possible barriers and biases in order to move forward.

Facilitate Growth and Development

Emerging - Provides encouragement and shares knowledge with others

Expresses positive expectations of others in terms of their potential (e.g., individuals, team members, families).

Shows respect for others' capabilities and their lived experience.

Identifies or suggests activities that could help others develop new skills.

Credits others who have performed well to motivate continued growth.

Supports the person to be self-sufficient to make decisions or complete tasks in their own way, including the opportunity to make and learn from mistakes.

Shares expertise and knowledge with others.

Able to identify areas that require support.

Supports others by demonstrating with an intention to teach.

Provides direction or advice on how to continuously learn and improve in a way that is responsive to different learning styles.

Provides opportunities for self-reflection and room for asking questions.

Inclusive Leadership

Emerging - Authentic Leader

Is self aware of own leadership style and values.

Shows awareness of, and commitment to fundamental values and goals for the profession.

Provides clear direction.

Encourages ideas and contributions from others.

Is aware when mistakes are made and takes personal responsibility to correct them.

Ensures consistency between words and actions.

Genuinely cares about people, which is made abundantly clear in their leadership style.

Uses a person-centred approach in the provision of services, and respects and facilitates self-determination, supports informed decision making.

Demonstrates evidence of character traits such as honesty, transparency, fairness, and respect.

Shows tact, sensitivity to personal/professional boundaries and to personal differences.

Mission-driven and thinks long-term.

Takes every opportunity to integrate an organization's core values into all communication and action.

Problem Solving & Decision Making

Evolving - Is open to new ideas/solutions

Is open minded when presented with new perspectives from families, person supported and others.

Applies new information to work through problems and situations.

Recognizes when a situation calls for, or can be improved by an approach different from the usual.

-Identifies discrepancies, trends, and patterns.

Applies past successful approaches to new situations.

Uses expertise of team members and generates multiple alternative solutions.

Recognizes and acts on cause-and-effect relationships (A leads to B).

Identifies options to solve a problem and considers the impact of decisions.

Perseveres through the problem-solving process.

Resilience

Emerging - Show self control

Able to monitor own emotional state and has an awareness of strong emotions (such as anger, frustration) and deals with them appropriately.

Maintains composure in situations when being challenged by others.

Knows when to take a time out and step away from a situation to consider possible solutions.

Is aware of own trauma experiences and adopts coping strategies.

Does not contribute to a heightened situation.

Knows own strengths and weaknesses and demonstrates self-confidence.

Ensures the quality level of support and meets the needs of people even though the work is sometimes mundane.

Ensures a high level of quality no matter what level of stress/pressure may be present.

Has a positive attitude and is flexible despite personal struggles.

Maintains self-motivation and a commitment to the work.

Resource Management

Emerging - Understand and utilizes resources

Uses a person directed approach to understand the strengths and needs of the individuals they serve to be able to identify the resources required (day to day, life skill support, community, family, etc.) to help the individual have a well-rounded life.

Ensures the individual/family/those surrounding them Is aware of available resources within the immediate environment and organization/family.

Understands the personal support network for each individual and encourages participation by the personal support network (teach, guide, share knowledge).

-Able to identify where resources are needed for quality support and optimal functioning.

Acknowledges and respects the resources of people receiving support.

Uses financial resources available in a responsible, person directed way when purchasing items for people supported.

Ensures responsible spending while being accountable to the individual, family or organization's principles, vision, values, and priorities.

Strategic Thinking

Emerging - Takes initiative to respond to problems and opportunities

Recognizes and acts independently while considering the impact on others.

Goes beyond normal expectations.

Takes responsibility for their own actions and inactions and seeks to improve.

Considers the appropriate timeframe of action.

Seeks opportunities to support/implement person directed plans.

Voluntarily takes the first steps to address immediate obstacles/challenges and take advantage of opportunities.

Understands when to independently initiate a solution, or when to involve others.

Liaises with managers, colleagues, family members and other community members as appropriate to accomplish goals.

Uses knowledge of trends in community resources in supporting people with developmental disabilities to ensure people being supported have access to innovative and relevant goals and activities.

Aligns personal work with organizational mission and goals in operational areas.

Valuing Equity, Diversity and Inclusion (EDI)

Emerging - Values and Respects all people

Acts professionally, values, and treats people with respect in all situations.

Shows awareness of their own body language, tone of voice and facial expressions.

Articulates one's own ideas and needs for others.

Responds to concerns by altering one's own behaviour in a helpful, "responsive" manner.

Is aware of their own culture and value differences.

Examines one's own unconscious bias and assumptions in language and stereotypical responses.

Practices behaviors that reflect an understanding and appreciation of diversity.

Shows understanding of people's experience of personal trauma and develops coping strategies for self.

Values diversity and seeks out opportunities to gain new knowledge through relationships with people who are different from oneself.

Understands and respects differences in culture, working style and priorities, and tailors approach to deal with an issue/situation accordingly.

Recognizes prejudices and systematic barriers which may exist within the current environment, posing a limitation to participation and inclusion.

Seeks to understand the individual person rather than seeing the person as a representative of a group.

Job Type: Full-time

Pay: $20.00-$22.50 per hour

Expected hours: 35 per week

Benefits:

Dental care Employee assistance program Extended health care On-site parking Paid time off RRSP match Vision care
Education:

DCS / DEC (preferred)
Experience:

Administrative: 3 years (preferred)
Licence/Certification:

Class G Licence (required)
Work Location: In person