Position Type: Permanent Part-time
Hours: 25 hours per week, Monday to Friday, from 9:30 am to 2:30 pm
Location: Burlington, may be required to work from Milton location as operationally required)
Reports To: Lead Manager, Shelter Operations
Anticipated start date: September 2026
Application Deadline: August 14, 2026
Position Summary
The Reception and Administrative Support position is the first point of contact for clients, donors, community members, volunteers, staff, and community partners. This role is responsible for creating a welcoming, professional, and responsive environment while supporting the day-to-day administrative operations of the shelter.
The successful candidate will provide reception services, coordinate front desk activities, assist with donations and mail, maintain office and security systems, and provide general administrative support to the Programs and Services team. Working closely with Shelter Operations, this position helps ensure the smooth, safe, and efficient operation of the shelter.
Key Responsibilities
Reception & Front Desk
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Welcome clients, donors, volunteers, community partners, contractors, and visitors in a professional and friendly manner.
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Answer and direct incoming telephone calls, emails, and general inquiries.
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Screen and manage visitor access while following agency safety, confidentiality, and security procedures.
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Monitor security cameras and maintain visitor sign-in/sign-out records.
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Maintain a welcoming, organized, and professional reception area.
Administration
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Provide general administrative support to the Programs and Services leadership team.
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Prepare meeting materials and take minutes for Client Services and other meetings as required.
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Complete routine administrative tasks including data entry, scanning, photocopying, filing, records management, and document preparation.
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Maintain staff photo identification cards, security fobs, name tags, and related inventories.
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Coordinate the distribution and tracking of client gift cards.
Donations, Mail & Office Operations
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Receive and welcome donors delivering in-kind donations and ensure donations are processed in accordance with agency procedures.
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Issue non-tax donation receipts where appropriate.
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Receive, sort, and distribute incoming mail and courier packages while maintaining client confidentiality.
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Prepare and process outgoing mail.
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Retrieve mail from the Canada Post box as required.
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Coordinate office and program supply purchases for the Burlington shelter and Community Outreach team.
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Maintain inventories of office and reception supplies.
Volunteers & Shelter Operations
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Support and orient front desk volunteers.
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Assist with day-to-day shelter operations and administrative processes.
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Coordinate the confidential transfer of files or materials between shelter locations as required.
Agency Support
Participation in agency signature events, including the Gala, Hope in Every Step, the Golf Tournament, and other fundraising or community events to assist with administrative duties, i.e registration. Evening or weekend work may be required only on an infrequent basis to support agency events.
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Perform other duties as assigned to support the operations and mission of Halton Women's Place.
Qualifications
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Post-secondary education in Office Administration or a related field is preferred.
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Minimum two (2) years of administrative and customer service experience, preferably within a social service or not-for-profit organization.
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Experience working in a reception or front desk environment.
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Excellent interpersonal, verbal, and written communication skills.
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Strong organizational skills with exceptional attention to detail.
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Proficiency in Microsoft Office 365. Experience with Adobe Acrobat, Smartsheet, Canva, or the ability to quickly learn new software is considered an asset.
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Demonstrated ability to manage multiple priorities in a fast-paced environment while maintaining professionalism and confidentiality.
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Ability to work independently and collaboratively as part of a team.
Requirements
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Clear Police Vulnerable Sector Check
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Two-step Tuberculosis Skin Test (TB Test)
As part of the recruitment and selection function, HWP will collect voluntary self-identification data from applicants in accordance with the Ontario Human Rights Code, HWP Hiring Practices Administrative Procedure, HWP’s Employment Equity Policy and Ontario’s Anti Racism Data Standards:
Personal information is collected under the authority of the Anti-Racism Act, 2017, S.O. 2017, c. 15, in compliance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56. In accordance with HWP’s Employment Equity Policy, personal information collected on this form will aim to achieve an inclusive, diverse and representative workforce. It works to intentionally identify and remove barriers for equity-deserving communities at each stage of the hiring process. Encouraging diversity of the workforce is vital because the workforce should be reflective and representative of the community.
Although hiring policies must adhere to the qualification requirements set out in applicable Regulations and any applicable collective agreement provisions, HWP recognizes the importance of the following when developing its selection and evaluation criteria:
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valuing applicants’ additional experience, lived experience, skills, backgrounds and perspectives; and
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granting first consideration, where the skills, ability, and qualifications of the applicants are relatively equal, to applicants who self-identify as members of historically under-represented communities.
We encourage you to respond to our voluntary applicant self-identification questions. This data will inform our understanding of the diversity of our applicant pool as well as the progress of applicants throughout the hiring process. This data will inform our goals, strategies and actions and our progress towards creating and sustaining an inclusive and equitable workforce.
The section includes questions from Ontario’s Anti-Racism Data Standards (Standards, 2017). The Standards were established to help identify and monitor systemic racism and racial disparities within the public sector. The Standards establish consistent, effective practices for producing reliable information to support evidence-based decision-making and public accountability to help eliminate systemic racism and promote racial equity (adapted from Ontario’s Anti-Racism Data Standards, 2017).
Accommodation: Upon request, we will provide reasonable accommodations for candidates who have temporary or permanent disability, or who otherwise require accommodations based on the protected grounds highlighted in the Ontario Human Rights Code in respect to the recruitment and selection process.
Wellness: The HWP is committed to providing a respectful and healthy work environment.
