POSITION SUMMARY:
Under the supervision of the Manager of Finance, Performance and Data, the incumbent provides telephone and public reception duties, administrative support duties to all teams and programs at the Canadian Mental Health Association, Huron Perth, Addiction and Mental Health Services (“CMHA HP AMHS”). This position is based in Stratford, ON.
ORGANIZATIONAL DUTIES AND EXPECTATIONS:
In addition to specific key job responsibilities identified in this position description, the incumbent is also responsible to contribute and support the overall culture and working environment of the organization by:
- Demonstrating and exemplifying the organization’s mission and values in day-to-day work
- Acting with the highest standard of professionalism with clients, family members, community partners, the public and colleagues.
- Working in a manner that preserves and respects the privacy and confidentiality of personal health information.
- Working in a manner that is fiscally responsible.
- Working in a manner that promotes and maintains the reputation of the organization and minimizes risk of harm and/or liability to the organization.
- Working in a manner that complies with the organization’s policies and procedures.
- Working in a manner that meets all Health and Safety requirements to ensure a healthy and safe workplace.
- Acknowledging, respecting and affirming the diverse needs of our community, clients and the organization’s employees with the goal of reducing disparities in health outcomes
- Contributing to the organization’s activities to collect, analyze and report data.
- Maintaining competence, demonstrating a commitment to ongoing professional development
- Contributing to the organization’s work by attending and participating in meetings and committees by contributing ideas, opinions and information
- Sharing skills and knowledge learned at training and professional development sessions with colleagues.
DUTIES AND RESPONSIBILITIES:
RECEPTION:
- Provide reception for the office on all scheduled hours of work. Specifically
respond to telephone calls directed to main reception, remove messages from the main reception’s voicemail box and direct to appropriate staff person, receive visitors/deliveries to the reception area, determine the needs of the person and either provides appropriate information/service, or directs person to another staff member as appropriate.
- As required, takes initial contact information for clients and relays this information to the Intake staff as appropriate.
- Provide information to the public on agency services and policies
- Maintains tidiness/cleanliness of reception area
- Ensure the out-going phone message is up to date with current agency information
GENERAL OFFICE/ADMINISTRATIVE DUTIES:
- Monitor and order kitchen and office supplies for all agency office locations
- Order business cards at the request of staff and for new staff members
- Provide training on the phone system to new staff
- Report service availability to Connex Ontario as per agreement
- Maintenance of phone system, including contact with technician as required
- Contact contractors as required for offices (i.e.. plumbers, electricians)
- Register staff for training as required
- Lead in the planning of agency events
- Maintain and troubleshoots issues for all office equipment (i.e.. photocopier, printers)
- Receive rent and loans payments, provide receipt and provide to the Manager of Finance, Performance and Data
- Maintain staff directory
- Support the onboarding of new staff as required
- Updates information for the security system as required (i.e.. deleting staff fob access)
- Make bank deposits as required as part of the cash management system
- Book office spaces as required for both internal staff and external partners
- Arrange volunteer drivers in conjunction with the Peer Support program and arrange client transportation (i.e. taxi)
- Other duties as required
QUALIFICATIONS REQUIRED:
Education: A certificate/diploma in Office Administration highly desirable
Experience: Two to three (2-3) years recent and relevant experience in an administrative support role.
Knowledge & Skills: Knowledge of current Microsoft programs is essential while some knowledge of mental health and addictions issues is an asset.
Abilities: Excellent written and oral communication skills, demonstrable time management skills and the ability to be flexible in an ever-changing environment.
Coping: Able to maintain a mature problem-solving attitude while dealing with interpersonal conflicts, hazardous conditions, personal rejection, hostility or time demands.
Tolerance of Ambiguity: Able to withhold actions or speech in the absence of important information: deal with unresolved situations, frequent change, delays or unexpected events.
Decisiveness: Able to make decisions quickly on available information and take action, deal with emergencies as necessary.
Decision Making and Problem Solving: Able to take action in solving problems while exhibiting judgement and a realistic understanding of issues, within scope of responsibilities.
Creativity: Able to develop unique and novel solutions to problems; use intuition and a new way of thinking to give to new ideas; to present information in an attention-getting and interesting manner.
Interpersonal Savvy: Relates well to all kinds of people, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships, uses diplomacy and tact; able to build and sustain appropriate networks, partnerships and collaborations with individuals inside and outside the organization.
