#2025 – R1 – RECEPTIONIST

at  Lifes Journey Inc

JOB SUMMARY

The Receptionist for Life’s Journey Inc. is supervised by the Senior Assistant. The Receptionist’s primary responsibility is receiving, screening, forwarding telephone calls and taking messages. In addition to this, the receptionist also greets visitors attending at the office as the first face and the first voice of Life’s Journey Inc. The Receptionist position is responsible for creating and maintaining a positive, caring, friendly atmosphere, where guests and callers feel welcome and respected.
The Receptionist is also responsible for receiving all faxes, recording specific faxes and documents on spreadsheets, and forwarding these to their recipients. Other duties include photocopying, maintaining and receiving the offices’ supply requests, receiving, recording and filing the Incident Reports, and any other duties as requested by Executive Assistant or delegate.
The Receptionist will work cooperatively and collaboratively with other staff, maintaining and fostering a spirit of teamwork and cooperation with the Executive Director, all agency staff, consumers, collaterals, funders, etc. The Receptionist will model professional behavior at all times, maintaining confidentiality, and adhering to agency policies and procedures.

QUALIFICATIONS

Ø 5F Driver’s License Required
Ø Must have a reliable vehicle for work

EDUCATION

• High School Diploma.
• Knowledge of administrative and clerical procedures.
• Knowledge of computers and relevant software applications.
• Knowledge of customer service principles and practices.
• Keyboard skills.

Experience

• Recent experience as Receptionist in a busy office environment.
• Confident in working at the reception desk on their own.
• Computing skills (intermediate experience in Outlook, Word and Excel) are also essential.
• Ability to multi- task.
• Ability to relay information accurately to staff.

Knowledge, Skills & Abilities

• Working knowledge of word-processing, spreadsheet, database, email, internet, programs, specifically, Microsoft Office.
• Familiar with usual office equipment, especially telephone systems, fax/photocopy machines.
• Excellent communication, interpersonal and public service skills.
• Excellent professional and pleasant telephone manners.
• Excellent interpersonal skills.
• Excellent listening skills.
• Friendly, but professional at all times.
• Understands the bounds of their position, lines of command.
• Ability to maintain strict confidentiality.
• Ability to understand situations accurately and appropriately, sound judgment.
• Able to take direction well, respond well to correction.
• Highly organized.
• Attention to detail, thorough and accurate, excellent memory.
• Willing to take initiative.
• Problem-solving skills.
• A willingness to become knowledgeable about the organization.
• Ability to work in a respectful, team-oriented environment.
• Ability to work independently in a time-sensitive environment.

· · Must possess sound decision-making skills and multi-task while working in an environment of stress with specific deadlines.

• Must be punctual and reliable.

• Adhere to Workplace Health and Safety policies and procedures at all times.
• Adhere to agency policies and procedures.
• Provide main reception duties; ensure calls are directed expediently and appropriately.
• Strictly follow the protocols for handling client telephone calls.
• Prepare for meetings, set the room up, make coffee, arrange for food if required.
• Answer the front door and back door, greet visitors in a friendly, professional manner, show meeting attendees to meeting rooms; determine who they are meeting and advise the appropriate staff.
• Ensure front door is locked when office is closed.
• Receive, sort and record the Medication Administration Reports, Resident Journal Forms, and the Consumer Incident Reports on spreadsheets and in appropriate binder, and distribute received faxes to the appropriate recipient.
  · · · Greet interviewees, announce their arrival, and contact prospective supervisor when applicant has completed the application form.
  · · Process all photocopying, filing or faxing, as required.
  · · Assemble Employee Hiring Packages.
  · · Ensure adequate numbers of all forms are on hand for office use, copy more as required.
  · · Ensure adequate numbers of all forms are on hand for office use, copy more as required.
  · · Assemble Residential Form Packages.
  · · Monitor office supplies and order in advance of running out.
  · · Receive office supply orders from staff; obtain approval of orders from Executive Assistant before ordering.
  · · Receive incoming supply orders, ensuring accuracy of order, distribute supplies to recipients.
  · · Maintain file room in a safe organized and orderly manner.
  · · Maintain reception area in a tidy and safe manner.
  · · Ensure fax and photocopier are operational, facilitate repair when they’re not functioning optimally.
  · · Ensure confidential document in All Move shredding containers are removed when full.
  · · Fulfill any other duties required, as requested by Executive Assistant or designate.