As a non-profit charitable organization, Oceanside Hospice Society is composed of a team of caring employees and trained volunteers who provide grief support services and programs to those facing advanced illness, death and bereavement. Oceanside Hospice Society is community funded and volunteer driven, allowing us to provide our services with dignity and compassion at no cost to those in need.
Job Summary
Under the direction of the Executive Director, the Reception & Administrative Coordinator is a role responsible for reception of clients and community members at the Resource Centre. This role is often the first point of contact for clients, families, volunteers, healthcare professionals, donors, and community members accessing the Oceanside Hospice Society Resource Centre. This team member creates a welcoming, compassionate, and professional environment while providing exceptional customer service and administrative support.
Key Responsibilities:
Reception & Client Service
- Welcome clients, families, volunteers, and visitors in a warm, respectful, and compassionate manner;
- Answer and direct telephone calls, emails, and general inquiries promptly and professionally;
- Provide information about hospice programs, grief support services, volunteer opportunities, and community resources;
- Schedule appointments, program registrations, and meeting room bookings as required;
- Maintain client confidentiality in accordance with organizational policies and privacy legislation.
Administrative Support
- Perform general administrative duties including filing, photocopying, scanning, data entry, and document preparation;
- Maintain accurate client records and databases;
- Receive, sort, and distribute mail and deliveries;
- Process donations, issue receipts, and assist with donor inquiries when required;
- Order and maintain office and program supplies;
- Support staff with administrative tasks, reports, and correspondence.
Resource Centre Support
- Maintain a clean, organized, and welcoming reception and resource centre environment;
- Assist visitors in locating educational materials, library resources, and information;
- Ensure brochures and program materials remain stocked and current;
- Monitor meeting room schedules and prepare spaces for groups and meetings.
Education Required:
- Certificate or diploma in Office Administration preferred;
- Minimum 2 years' experience in a reception or administrative support role;
- Exceptional customer service and interpersonal communication skills;
- Strong organizational skills with the ability to manage multiple priorities;
- Proficiency in Microsoft Office (Word, Excel, Outlook) and database management;
- Experience working in a non-profit, healthcare, or social service environment, including applicable knowledge and understanding of the philosophy of hospice/palliative care, is considered an asset.
Experience & Skills:
- Demonstrates empathy, compassion, professionalism, and emotional maturity;
- Comfortable interacting with individuals experiencing grief, loss, illness, or emotional distress;
- Maintains strict confidentiality and exercises sound judgment;
- Excellent verbal and written communication skills;
- Strong attention to detail and accuracy;
- Ability to remain calm and composed in emotionally sensitive situations;
- Works effectively both independently and collaboratively within a team;
- Flexible, dependable, and committed to providing exceptional service.
Working Conditions:
- The schedule for this position will be Monday-Friday from 10 am- 3 pm.
- Requires regular interaction with individuals facing serious illness, caregiving responsibilities, grief, and bereavement- must be comfortable working in an emotionally sensitive environment while maintaining a calm, welcoming, and supportive presence;
- Located in an office setting and requires the ability to sit, stand, and use a computer for extended periods;
- Occasional lifting of office supplies or program materials up to 20 lbs;
- Ability to assist with event setup, as required.
Incentives & Perks:
When you join Oceanside Hospice Society, you'll enjoy:
- Comprehensive health and dental benefits upon successful completion of probationary period;
- Paid vacation and personal days;
- A supportive, collaborative and compassionate workplace culture.
If you are looking for a meaningful role in a welcoming and supportive environment, we encourage you to apply for this opportunity by submitting a cover letter and resume to [email protected].
Applications will be received until the position is filled. Only those qualified candidates selected for an interview will be contacted- no phone calls please.
Pay: $24.00 per hour
Benefits:
- Dental care
- Extended health care
- Paid time off
- Vision care
Work Location: In person
