Receptionist/ Administrative Assistant/ Data Management – Job Posting 1259

YouthLink believes in the potential of every youth. We are dedicated to providing them with the support, guidance and opportunities they need to make positive life choices. We provide youth with brief and ongoing counselling, in-home wraparound support, shelter, housing, educational support, and safe drop-in spaces. YouthLink works towards equitable outcomes for youth in our community and, as such, is committed to equity-based hiring practices.

YouthLink Benefits are Top of Class!

  • Competitive pay
  • Annual vacation with pay at 1.66 working days for each calendar month to a maximum of 20 working days per year.
  • 5 ‘authorized absence’ days for family illness or emergency circumstances that prohibit employees from reporting to work.
  • 3 paid agency days every calendar year after 3 calendar months’ service.
  • Maternity / parental /adoption leave top-up payments (to top-up Canadian government unemployment benefit payments).
  • Eligibility to participate in pension plan after 2 years of continuous service with generous matching contribution from employer.

Receptionist/ Administrative Assistant/ Data Management

(Permanent Part Time, 21 hours/week)

Bargaining Unit Position

This position is the public-facing, first point of contact for clients entering our Head Office and is responsible for delivering exceptional client service assistance. This position leads the smooth operation of the counselling reception area; greeting and assisting clients, responding to enquiries, maintaining a clean, welcoming, friendly environment, managing mailing and courier services, copying machines and all other technology, entering and updating data into the EHR as required, opening and closing the office at 636 Kennedy. This position works with a team to provide administrative support to Managers and Directors at YouthLink’s head office.

This position supports and maintains all of YouthLink’s values, including a commitment to continually improving and embedding Equity, Diversity and Inclusion in everything we do.

Your Role

Maintaining Welcoming, Efficient Reception: Coordinates and manages the operation of the reception area, the pre-screening and greeting of all scheduled visitors and clients, COVID screening and contact tracing, tracking and booking session rooms for clinicians, checking in on waiting clients to ensure their comfort, answering incoming calls and questions, scheduling and rescheduling clients, transferring calls to appropriate

staff, distribution of TTC tickets, ordering taxis, mail, courier services, escorting and monitoring visitors and clients, managing client flow and waiting area, and opening and closing of the office.

Ensures Accurate Data Entry: Accesses the EHR system which houses sensitive and confidential client information with integrity, manages the address book, licenses, worker roles, enters demographics, submits tickets and follows till resolution, tracks WUWI data and is involved in the compilation of internal KPI’s.

Administrative Support to Senior Team: assists senior team in creating, maintaining or formatting lists, directories, documents. Arranging printing, ordering and distributing materials. Assists with preparing presentations for various groups, provides information for websites, reports, and special events. Assists in the preparations for AGM and supports other events as required.

Supply and Machine Maintenance: Operates and maintains fax, copier and postage machines. Keeps inventory, stocks and maintains company supplies: PPE, office, refreshments, bathroom and cleaning supplies.

Document and File Management: Supports organization’s file maintenance, including maintaining electronic document filing and physical records, including preparing files for off-site storage and ensuring proper disposal.

Supports Organization’s Strategy: Actively contributes to the Agency’s Strategic Plan by participating in initiatives and committees to support the overall plan. This includes continual learning and growth in Equity, Diversity and Inclusion.

This position is also expected to take all reasonable and necessary precautions to protect their health and safety and that of co-workers by complying and demonstrating knowledge of the policies, procedures and safe practices.

All other job duties as required.

What You Bring

Education:

  • College Diploma/Degree in Office Administration, Business Administration, Communications or Marketing.

Experience:

  • 2 years’ experience in an administrative role preferably in a non-profit/charitable organization where maintaining confidentiality was paramount.
  • Demonstrated customer/client service skills.

Skills:

  • Ability to work independently, with a demonstrated ability to take initiative.
  • Demonstrated organizational skills and ability to juggle multiple tasks.
  • Flexible person, team player with excellent interpersonal, organizational and time management skills with a proven ability to shift priorities, handle interruptions and meet deadlines.
  • Strong written and verbal communication skills. Excellent telephone skills. Strong client-relations skills.
  • Ability to communicate in both official languages and/or other languages is an asset.
  • Demonstrated commitment to reflection, growth and learning, in particular in the areas of Equity, Diversity and Inclusion.
  • Demonstrated, intermediate-level proficiency in Microsoft Office products (Word, Outlook Express, Excel and PowerPoint), other applications, and internet required. Proficiency in Adobe, Photoshop, Illustrator, Microsoft Project Manager and Sharepoint an asset.
  • Ability and discretion to deal tactfully with situations and clients who potentially may have challenging behavior.
  • Ability to maintain confidentiality.
  • Attention to detail and high level of accuracy, including data-entry accuracy.

Hours of Work:

  • This position works 21 hours a week with irregular daytime and evening hours between 9:00 am and 8:00 pm, Monday through Saturday to accommodate client traffic and front desk coverage. Initial schedule will be Wednesday, Thursday, Friday. The schedule may change based on operational need.

Full COVID-19 vaccination and Vulnerable Sector Check required.

Salary Range: $39,801 – 45,643 (to be pro-rated based on hours worked)

Full job description available here: https://youthlink.ca/wp-content/uploads/2022/04/Reception-Administration-Asst-Data-Mgmt-JD-2022.pdf

How to Apply

  • Submit application to adminpostings@youthlink.ca – Please quote “Posting File #1259” in the subject line.
  • As an organization committed to equity and justice in our community, we believe lived experience and knowledge of equity, diversity, belonging and anti-Black racism is a critical component in our recruitment process. If you have a disability and require accessibility accommodations with the application process, please contact accessibility@youthlink.ca.
  • Application Deadline: Open until filled