Receptionist, Administrative​/Clerical

Job title: Receptionist - 6 Months Contract

Department: Welcome Centre and Immigrant Services
- Ajax

Reports to: Manager, Welcome Centre and Immigrant Services
- Ajax

Hours of work: 8:30 a.m. to 4:30 p.m.

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.

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 50 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 d.org

for more information.

• Ensure established service standards and customer service excellence is maintained
• Assist with Centre Marketing
• Communicate and liaise with Centre partners and community agencies regarding programs and client records
• Assist with developing and implementing administrative practices to increase efficiency and enhance customer service
• Assist the Centre Manager with the update and maintenance of a centralized Welcome Centre filing and database management system
• Compile statistical reports, information on intake, service activity, and provide to Centre Manager on a monthly basis or when requested
• Draft and format correspondence and memos
• Assist with producing and maintaining form templates for Centre use as required
• Assist with coordinating use of special equipment (e.g. laptops, projectors, etc.)
• Assist to ensure the onsite Welcome Centre's promotional materials and virtual platforms are maintained and updated
• Set up meeting rooms and offices for workshops, meetings, etc. ensuring all required equipment and meeting supplies are available
• Prepare and maintain client appointments on behalf of Centre partners
• Assist with minute taking at meetings as requested by Centre Management
• Participate in promoting positive workplace culture through committee membership and agency activities

• Assist with training and support to ensure a welcoming environment at the Welcome Centreand CDCD.
• Conduct data entry, client tracking, database maintenance, and overall statistics collection.
• Respond to service users’ and volunteer inquiries via telephone, email and in-person and forward to appropriate staff.
• Provide information on agency services, schedule appointments, and keep 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.
• Client Service Support

• Superior communication skills, oral and written proficiency in English.
• Working knowledge of French would be a strong asset.
• Excellent interpersonal/customer service skills including excellent telephone manner.
• Proficiency in MS Office Applications:
  Word, Excel, PowerPoint, Publisher, Outlook, Access, Internet.

• Ability to take initiative and work independently.
• Excellent organizational and time-management ability to multi-task in a fast-paced environment.
• High level of energy and a positive attitude.
• Demonstrate a non-judgmental and positive approach to challenges.
• 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.
• The Receptionist/Administrative Assistant will need to be flexible regarding assigned work hours and location
• This role may include a rotation of schedule; timings could include: 8am to 4pm / 8:30am to 4:30pm / 10:30am to 6:30pm / 1:00pm - 9:00pm