Job title: Receptionist (Contract)

Department: Welcome Centre and Immigrant Services

Reports to: Manager, Welcome Centre and Immigrant Services - Oshawa/Clarington and Team Lead - Ajax and Oshawa/Clarington WC

Location: Welcome Centre and Immigrant Services - Oshawa/Clarington at 67 King St E Oshawa, ON L1H 1B4

Employment Status: Short-term Contract

Hours of work: 8-hour rotating shift between 8:00 a.m. and 8:00 p.m.

Job purpose

The Receptionist will be the first point of contact responsible for attending to visitors and dealing with client inquiries both on the phone and face-to-face. In this position you will be required to provide information to clients regarding the organization's services. The successful incumbent will be required to perform a variety of clerical and administrative tasks in order to support and ensure that services are provided in an effective and efficient manner.

Company Overview

The Community Development Council Durham (CDCD) is an independent, not-for-profit social planning organization that has been working to enhance the quality of life for individuals, families and communities in Durham for over 55 years. We organize a variety of research, community development and social planning initiatives as well as administer and deliver front line social service programs. Please visit us at www.cdcd.org for more information.

Duties and responsibilities

• Using client-centered, anti-oppression, anti-racism, trauma-informed, gender-based analysis plus+ and strength-based approaches, build relationships and establish rapport with clients, community partners and staff.
• Maintain confidentiality and privacy protection measures for all community partners, clients, and staff.
• Promote a high-functioning teamwork environment that is inclusive, harmonious, cooperative, efficient and productive.
• Participates in promoting a positive workplace culture through agency committee membership and departmental activities.
• Follow general directions and instructions from Team Lead, Ajax and Oshawa/Clarington WC.

Administrative Support

• Ensure established service standards and customer service excellence are maintained.
• Establish, monitor, and revise Welcome Centre-specific office procedures to provide coordinated administrative functions for the Centre’s operational staff.
• Coordinate and delegate administrative work to volunteers and placement students.
• Train Welcome Centre Volunteers.
• Prepare and monitor telephone relief schedule, acting as reception relief when required
• Provide training and orientation to new employees on administrative procedures and policies.
• Assist with the coordination and marketing of the Welcome Centre’s program events.
• Communicate and liaise with Welcome Centre’s partners and community agencies regarding programs and client records.
• Update and maintain Outlook calendar schedules and client appointments for assigned staff.
• Ensure the onsite Welcome Centre’s promotional materials and virtual platforms are maintained and updated.
• Ensure office supplies and purchases are within program budgets.
• Develop and implement administrative practices to increase efficiency and enhance customer service.
• Assist the Manager of the Welcome Centre with establishing and maintaining a centralized filing system.
• Compile statistical reports and information on intake and service activity and provide them to partner agencies and the Welcome Centre Manager monthly or as requested.
• Draft and format correspondence and memos.
• Produce and maintain forms and templates for Centre use as required.
• Coordinate the use of special equipment (e.g. laptops, projectors, etc.).
• Coordinate room bookings for workshops, meetings, etc., ensuring all required equipment and meeting supplies are available.
• Set up meeting and program spaces as required, including arranging furniture and equipment.
• Prepare and maintain meeting schedules on behalf of the Welcome Centre Management team.
• Responsible for minute-taking at meetings as requested by the Welcome Centre Management team.
• Represent CDCD and the Welcome Centre at outreach events, assisting with event setup and providing information about programs and services
• Take the lead on designated administrative tasks, including but not limited to:

  • Preparing and distributing the Welcome Centre newsletter, including gathering content, formatting, and coordinating approvals.

  • Monitoring and maintaining IT equipment inventory, booking, and support.

  • Managing room booking systems and related logistics.

  • Other administrative duties as assigned by the manager or Team Lead.

Client Service Support

• Provide training and support to ensure a welcoming environment at the Welcome Centre.
• Respond to telephone inquiries and forward calls to appropriate staff as required.
• Coordinate data entry, client tracking, database maintenance and overall statistics collection.
• Respond to requests for information and maintaining up-to-date contact lists.
• Provide information on agency services, scheduling appointments, keeping accurate intake records.
• Conduct initial screening and direct clients to appropriate internal and external services.
• Coordinate the smooth flow and collection of initial client contact details.

The job incumbent may be required to perform other duties as assigned.

Additional Requirements

• A valid Ontario driver’s license (Class G), use of a vehicle and insurance with the ability to work in a variety of settings.
• The successful candidate must provide valid criminal records check prior to commencing employment.
• The Receptionist will need to be flexible regarding assigned work hours and location.
• Willingness and ability to travel between agency locations as required.
• This role may include a rotation of schedule; flexibility to work 8 hour shift on rotational basis between 8am and 8:30pm; timings could include: 8am to 4pm / 8:30am to 4:30pm / 12:00pm to 8:00pm / 12:00pm to 8:30pm, and two Saturdays a month.
• The Receptionist must be open to working split shifts based on program and operational needs.
• The physical ability to function effectively in an environment that includes both a normal office and duties being carried out in an external setting.
• Ability to lift up to 20 lbs.

Core Competencies

Valuing Diversity and Social Change

Supports and promotes an environment that holds opportunities for all, regardless of race, ancestry, colour, ethnic origin, citizenship, creed, religion, sex, sexual orientation, age, family status, or disability; fosters a climate of inclusion, where diverse thoughts are freely shared and integrated. Understands social justice; all groups and individuals receive fair treatment and an equitable share of the benefits of society.

Culturally-Sensitive

Recognizes, understands, and applies attitudes and practices that are sensitive to and appropriate for people with diverse cultural socioeconomic and educational backgrounds, and persons of all ages, genders, health status, sexual orientations and abilities.

Job Specific Competencies

Customer Focus

Commits to meeting the expectations and requirements of internal and external stakeholders; acts with stakeholders in mind; values importance of providing high-quality customer service.

Interpersonal Skills

Ability to deal cooperatively with other staff, volunteers, funder agencies and other government and community organizations. Actively listens to the client’s and employee needs.

Oral and Written Communication Skills

Demonstrates proficient abilities to develop high-quality written reports and expresses excellent communication skills when dealing with clients and employees.

Organization and Time Management

Capable of organizing files and printed reports in an effective manner that allows easy access and to obtain. Plans effective ways to use time in order to accomplish job duties in a timely behavior.

Problem Solving

Ability to address a problem and facilitate ways in which to solve the issue. Potential to assist people with problems they may have and plan ways in which to help solve the concern.

Accountability

Takes responsibility for actions and mistakes; reliable; accomplishes goals, completes tasks, and meets deadlines or gives reasonable notice and explanation; is productive while maintaining accuracy and quality; acts in an honest, trustworthy and respectful manner; is punctual; follows through on commitments made.

Ability to work in a team environment and independently

Has a strong capability to work in a team environment, as well as work on individual tasks that support that overall Centre.

Qualifications

• High School diploma and/or post-secondary education.
• Knowledge of administrative and clerical procedures.
• Three years related experience in non-profit sector/Employment Resource Centre/community services.
• Experience working with people from various cultural, ethnic, and socio-economic backgrounds.
• Proficiency in the use of computer programs for: Word Processing, Databases, Spreadsheets, E-mail, Internet and Marketing & Newsletter publication.
• Strong proficiency in the use of virtual platforms such as MS Teams and Zoom
• Ability to take initiative and be a strong self-starter who takes responsibility and is accountable for actions/decisions
• Results oriented, proactive, and resourceful with a quality-standards approach
• Able to create and navigate excel spreadsheets and Access Database
• Good organization skills
• Proficiency in additional languages other than English would be a definite asset.

APPLICATION PROCESS: Applicants are requested to submit their resume and a cover letter stating salary expectations, while outlining their strengths, experience and aptitude to fulfil the position requirements.

Please submit applications to "Receptionist" at: https://communitydevelopmentcouncildurha.easyapply.co

CDCD thanks all applicants for their interest; however, only those asked for additional information and/or selected for an interview will be contacted.

CDCD is committed to providing equal opportunity to all employees. We strive to create a diverse and inclusive workplace that represents the cultural mosaic of the Durham Region and the communities we serve. We recognize the value that comes from the different viewpoints, unique experiences and diverse perspectives of our employees, who bring fresh, new ideas to our business. Diversity plays a key role in our ability to deliver our mission.

CDCD is strongly committed to diversity and inclusion within its community and encourages applications from Indigenous peoples, racialized persons/persons of colour, persons with disabilities, women, LGBTQ2S persons, and others who may contribute to fostering innovative ideas and solutions.

As an employer, CDCD has a duty to accommodate potential candidates throughout the hiring process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005.