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.

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.

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.