Regular Part-Time

POSITION SUMMARY

CMHA is looking for a Front Desk Support worker based at Warmland Shelter. Reporting to and under the

direction of the Manager, Warmland Services, the Warmland Front Desk Support carries out a variety of

duties related to the daily operation of Warmland House, including some administrative duties, and

works with Warmland co-workers to assist clients.

QUALIFICATIONS

Qualifications include high school diploma; additional certification in Office Management is an asset;

minimum 2 years’ work experience as a Receptionist, Front Office Administrator or similar role and

experience working in an emergency shelter or residential care facility. First aid and non-violent

intervention certification as well as strong Microsoft Office skills including Excel.

POSITION DETAILS

This is a Part-time Union Position (20 hours/per week). The workdays are Monday to Friday; the hours are

2:00 pm – 6:00 pm. Some flexibility with these hours is possible. The rate of pay is $24.76 per hour (Pay

Grid 5). The position offers attractive Benefits Package along with Municipal Pension Plan upon eligibility.

Successful candidate to start as soon as possible.

APPLICATION DETAILS

Please submit a resume clearly outlining your education, experience, and qualifications as they relate to

this position via email to careers.cowichan@cmhacowichan.ca.

Applications will be accepted until October 30, 2025.

Please note successful clearance of a Criminal Record Check for vulnerable sector is a condition of
employment with CMHA Cowichan Valley Branch.

CMHA-CVB adheres to the values of diversity, cultural safety, and respect for all, as identified in its Anti-
Racism Statement, please visit our website at cmhacowichanvalley.com.

We thank all applicants in advance for their interest; however, only those selected for further consideration will be
contacted.

JOB DESCRIPTION

Position Title: Warmland Shelter Front Desk Support

Program Area: Warmland Shelter

Date: July 2021

Grid 5

ORGANIZATION OVERVIEW:

Providing services in the Cowichan Valley since 1992, Canadian Mental Health Association

• Cowichan Valley Branch (CMHA-CVB) is a registered charity and not-for-profit,

independent society operating under a branch division agreement with CMHA British

Columbia and within the context of the nation-wide Strategic Plan of the Canadian Mental

Health Association.

As part of a national organization and an advocate of mental health for all, CMHA-CVB

facilitates access to resources people need to maintain and improve mental health and

wellbeing, and to participate in community integration, build resilience, and support

recovery from mental illness and/or substance use and addiction.

CMHA-CVB operates Warmland House Emergency Shelter, Transitional Housing Services,

Sobering and Assessment Centre, Adult Outreach programs, Mischa Lelum Youth

Emergency Shelter, a Youth Centre, Youth Connect, Bounce Back personal coaching,

Family Capacity Program, Rainbows and a variety of other counselling/therapeutic

programs for children, youth, and families.

CMHA-CVB also provides community education and advocacy aimed at the promotion of

good mental health and in support of individuals and families with mental health

challenges.

CMHA-CVB adheres to the values of diversity, cultural safety, and respect for all, as

identified in its Anti-Racism Statement as attached.

JOB OVERVIEW:

Reporting to and under the direction of the Manager, Warmland Services, the Warmland

Front Desk Support carries out a variety of duties related to the daily operation of

Warmland House, including some administrative duties, and works with Warmland co-
workers to assist clients.

RESPONSIBILITIES:

Under the direction of the Manager, Warmland Services, the Front Desk Support will:

• Communicate directly with their supervisor re: any questions or concerns

• Read and comply with the Warmland Shelter Manual and be familiar with all Warmland

safety protocols and procedures

• Be familiar with programs associated with Warmland, such as various medical services

available to clients, as well as outside programs that may be helpful to clients

• Communicate and correspond with co-workers and management to share pertinent

information that may affect the safety and wellbeing of clients and staff

• Perform administrative duties such as answering the phone, taking and distributing phone

messages from a variety of sources such as clients, doctors’ offices, staff, and the

public, receive, sort and distribute mail and email and offer administrative support to the

Warmland Manager as assigned

• Arrange meetings as directed by the Warmland Manager (with clients and staff) and

circulate notices and agendas.

• Place purchase orders with external suppliers, receive supplies, check invoices

against orders and goods received, store and distribute supplies, and contact

suppliers to obtain and/or provide general information.

• Set appointments between the clients and Tenant Support Worker, in-house Client

Support Worker, and/or Doctor/ Nurse Practitioner

• Receive rent and other payments from clients and gives receipts, following all money-

handling procedures and keeps meticulous money handling records

• Perform general staffing and timekeeping functions such as calling in relief staff from

a pre-established list, tracking hours worked, and reviewing timesheets for accuracy.

• Support continuity among shelter teams by documenting and communicating

relevant actions and incidents

• Receive client complaints and redirect complaints as necessary to appropriate

channels, generally to the Manager

• Light housekeeping and laundry when needed
• Work professionally and ethically in a team setting, including the ability to maintain

confidentiality of clients and co-workers at all times, and stay focused on the client’s

needs

• Document/submit/file pertinent forms and information as required and keep updated

records and files as directed

• Be familiar with personal hygiene supplies which are available at the Shelter to provide

to clients

• Distribute and record Naloxone kits as required

• Prepare Harm Reduction kits, distribute and record as required

• Receive medications for clients from the pharmacy

• Receive clothing and other donations from outside sources and put in the appropriate

area for sorting

• Receive, record, check, and balance cash transactions, including receiving payments and

issuing receipts

• Perform other duties and tasks as assigned by Manager and/or Team Lead

QUALIFICATIONS:

• Minimum 2 years’ work experience as a Receptionist, Front Office Administrator

or similar role

• High school diploma; additional certification in Office Management is an asset
• Experience working in an emergency shelter or residential care facility
• Training/education in human and social services
• Successful clearance of a Criminal Record Check for Vulnerable Sector
• First aid and non-violent intervention training
• Strong background in the use of Microsoft Office Suite, especially Excel

REQUIRED COMPETENCIES:

• Demonstrated knowledge of cultural competency and anti-racist practices
• Effective team player who is respectful, non-judgmental, collaborative and non-

intrusive

• Ability to organize, multi-task and prioritize own workload
• Accuracy, with attention to detail
• Ability to analyze situations quickly and apply sound judgements
• Ability to multi-task, prioritize and solve problems
• Ability to maintain strict confidentiality
• Effective personal boundary setting skills
• Ability to work and build rapport with others and work professionally, effectively and

non-judgmentally with a broad range of personalities, needs, cultures, abilities and

socioeconomic backgrounds

• Excellent interpersonal and communication skills, both verbally and in writing

• Ability to take and follow direction from management

• Ability to work independently and as part of a bigger team

• Motivated to work in a non-profit environment

• Willingness to take on and continually learn new tasks as required

• Intermediate PC skills in using Microsoft Office applications with a strong knowledge

of creating and managing spreadsheets.

• Hands-on experience with office equipment (e.g. fax machines and printers)
• Excellent stress management skills are essential
• Ability to deal with urgent situations in a timely and effective manner, while

streamlining office operations.

• Ability to build positive and collaborative working relationships with individuals and

teams

• Possess a generous degree of flexibility and adaptability
• Possess the ability to work independently while maintaining an awareness of when to

seek out direction, consultation and support