POSITION TYPE: One (1) Temporary, Part Time Position For a period of up to one (1) year
Office Hours: Monday – Thursday 8:30am – 7:30pm; Friday – 8:30am – 4:30pm
*from 0 to 28 hours per week as required
EMPLOYEE GROUP: CUPE Local 2501, Band 2
DEPARTMENT: Administrative Services
REPORTS TO: Supervisor, Administrative Services
POSTING DATE: September 9, 2022
POSTING DEADLINE: Applicants should create an account and apply at https://myavanti.ca/careersathaltoncas/ by September 30, 2022 at 4:30 p.m.
The Receptionist shall be responsible for providing frontline reception and switchboard operation as well as administrative services that will assist in enhancing the delivery of timely services to families and children.
MAIN DUTIES AND RESPONSIBILITIES include, but are not limited to:
Provides reception and switchboard services for all callers and visitors to the Society:
• Provides a safe and welcoming response to telephone communications and front desk reception with clients, community stakeholders and the general public.
• Demonstrates calm and professionalism in order to defuse potentially disruptive situations; and seeks assistance when necessary.
• Communicates messages to ensure timely delivery of services.
• Assesses the urgency of crisis situations, when staff are not available, and seeks an interim response.
• Works in cooperation with staff to ensure client’s needs are met.
• Upholds client confidentiality; and demonstrates superior customer service skills, tact and diplomacy.
• Maintains security for reception by locking doors and arming the alarm after hours.
• Ensures the reception area and interview rooms are maintained to a professional standard; this includes tidying and light cleaning of the visitation rooms and reception area and their contents.
Provides administrative support to Departments:
• Assembles and distributes public information packages and mailings.
• Coordinates and distributes all incoming and outgoing mail; mails correspondence, and receives, opens, date stamps and logs all incoming mail.
• Maintains postage machine.
• Provides data entry and document scanning “back up” to teams.
• Books meeting rooms for internal and external usage.
• Completes photocopying and faxing as required.
• Attends team meetings, staff meetings and participates on agency working groups.
• Submits office supply order.
• Prints Volunteer Drives schedules for drivers, when needed.
• Performs other duties as assigned which are directly related to the major responsibilities of the position.
• Works in accordance with the provisions of applicable Health and Safety legislation and all Halton Children’s Aid Society policies and procedures related to Occupational Health and Safety.
KNOWLEDGE, EDUCATION, EXPERIENCE, SKILLS AND ATTRIBUTES
• Secondary School Diploma
• Demonstrated experience completing clerical and data processing functions.
• Proven computer skills in Microsoft Office programs, including Outlook, Word and Excel.
General Skills and Attributes
• Demonstrates flexibility to meet the needs of clients and staff.
• Knowledge of the child welfare sector is considered an asset.
• Professional, approachable and customer-service orientated with the ability to deal with potentially difficult situations and clients.
• Highly effective communication and interpersonal skills.
• Ability to prioritize workload within competing demands and deadlines.
• Actively upholds the principles identified in the Society’s Code of Ethics.
• Passion and commitment to an inclusive workplace; respecting and valuing the diversity of every individual.
Equity, Diversity and Inclusion
• Responsive to the knowledge and understanding of the culture, history and current oppressions experienced by marginalized communities and communities that are overrepresented in the child welfare system, including Indigenous, racialized and the 2SLGBTQ+ communities.
• Fosters an inclusive and accessible environment where all employees, service recipients and volunteers are respected
• Strong knowledge, understanding and experience working within an equity and anti-oppressive, anti-racism practice framework, including knowledge of the 11 One Vision One Voice Race Equity practices and the Truth and Reconciliation Calls to Action
• Ensures ethnic, spiritual, linguistic, familial and cultural differences are respected
• Acts in accordance with and incorporates the Society’s Code of Conduct, Confidentiality, Equal Opportunity and Anti-Discrimination, Harassment & Discrimination policies, etc.
Halton CAS has a vaccination policy and procedure in place. As a condition of employment, new employees are required to be vaccinated for COVID-19 unless they have a valid reason not to be vaccinated based on a protected ground under the Ontario Human Rights Code.
The successful candidate will be made an offer of employment on the condition of being fully vaccinated against COVID-19. Fully vaccinated is defined as having received all of the required doses of a Health Canada approved vaccine and having received the final dose at least 14 days before your employment start date. The candidate will be asked to provide Halton CAS with proof of full vaccination, prior to the candidate’s employment start date. Acceptable proof includes an Ontario Ministry of Health COVID-19 vaccine receipt which you can obtain through the Provincial portal https://covid19.ontariohealth.ca/, or other government-issued vaccine passport or certification.
As described above, the requirement to be fully vaccinated is subject to the Ontario Human Rights Code. If the candidate is unable to receive the COVID-19 vaccine for a reason protected by the Code, requests for accommodation from the vaccine policy will be assessed on a case by case basis and will be subject to Halton CAS’ accommodation process.
The Halton Children’s Aid Society is an equal opportunity employer.
We thank all applicants for their interest in the Halton Children’s Aid Society, we will only contact those selected for an interview. All interviewed candidates will be asked to provide a minimum of two supervisory references.