POSITION SUMMARY:

Provides front desk reception and administrative functions for CONNECT Counselling & General Social Services Department. Provides direct administrative support to the Manager CONNECT & GSS – Toronto. Further responsibilities include greeting clients and assisting departmental staff with general administrative responsibilities.

MAJOR RESPONSIBILITIES:

Direct Service/Administrative:

• Primary responsibility to greet clients in person, answer incoming calls, and confirm appointments with counsellors, as required
• Provide confidential administrative support to the manager and maintain high level of confidentiality within the department
• Provide general administrative support to department staff as required
• Act as appropriate departmental contact for staff in their absence
• Initiate and respond to general correspondence
• Responsible for incoming/outgoing mail & couriers including distribution
• Order office supplies and maintain ongoing inventory
• Responsible for photocopying, faxing, typing memos, minutes, reports, etc.
• Assist with updating client information and adhering to strict levels of confidentiality with respect to access to client information
• Works closely with the Administrative Coordinator – CONNECT (provincial) to compile provincial client statistics and completing submissions to the Ministry of Health on a quarterly basis.
• Responsible for office security – including opening and closing of department
• Assist with coordinating interpreter bookings for the CONNECT team
• Maintain attendance records for department
• Organize meetings where necessary including booking rooms, and facility set up – responsible for the scheduling of CONNECT meeting room and V-CON
• Responsible for liaising with appropriate departments regarding office systems including computer support, telephone, fax and other technical systems.
• Research, maintain and update manual/computerized resource lists, files and information including community contact lists
• As required, provide back-up support to the Director of CONNECT, Administrative Coordinator – CONNECT (provincial); and other reception areas as necessary
• Other tasks as assigned

Financial Administration:

• Assist Manager with the preparation of ministry and other financial reporting, proposals, grant requests and annual budget preparation as required
• Maintain overview of office expenditures and assist with maintaining accurate financial records and statistics
• Maintain and prepare information for Accounting including invoices, cheque requisitions, staff expense forms, tokens, petty cash requests, and journal entries

Community Education:

• Provide information to the public about programs and services via phone, written correspondence, e-mail and walk-in inquires
• Participate in presentations and displays related to CHS clients and services
• Provide assistance in community events and specialized campaigns such as the internal United Way Campaign, May Month, etc.
• Responsible for providing guidance to volunteers as required for administrative support

Professional Development:

• Attend all department and agency staff meetings
• Attend and participate in workshops and seminars related to this position
• Keep up to date on issues and information related to the position and the agency
• Acquire and maintain ASL proficiency to the level required for the position (Intermediate Plus)

LINE OF RESPONSIBILITY:

•  Reports to Manager, CONNECT Counselling & General Support Services

QUALIFICATIONS:

• Graduate of a Community College program in Office Administration, Business or equivalent
• 2-3 years related work experience
• Proficiency in MS Office Suite & Internet
• Demonstrated excellent interpersonal and communication skills
• Demonstrated ability to multi-task and work under pressure to meet deadlines
• Demonstrated ability to work effectively and confidently in a highly confidential and sensitive client focused environment
• Experienced in projects/events and resource coordination
• Accounting skills and experience in A/R and A/P processing
• Excellent attention to detail
• Excellent organizational skills and ability to work independently
• Excellent information coordination skills
• Familiarity with general mental health terminology and issues is an asset
• Proficient in American Sign Language (ASL) skills or willingness to learn
• Knowledge of and experience in the field of hearing loss and Deaf Culture an asset
• Demonstrated sensitivity to working in a culturally diverse environment
• Occasional evenings and occasional local and out of town travel e.g. events, venues, training, etc