Receptionist, Administrative​/Clerical

Manager, Talent Acquisition and Retention at Circle of Care

Job Description

Reporting to the Office Supervisor, the Receptionist works as part of the Administrative Team supporting all departments to ensure the efficient implementation and day-to-day functions of the office. Assisting the Office Coordinator and Office Supervisor on daily tasks or special projects, the Receptionist leads by enthusiasm and is professional in all dealings with PSWs, staff and clients.

Hours of Work: 34-hour work week. Monday to Thursday 8:30 to 4:30pm and Friday 8:30am to 3:30pm. This is an onsite position.

Reports to: Office Supervisor

Reception Duties

• Overseeing the reception area by creating a welcome environment, greeting visitors, answering phone calls and correspondences and routing them to the appropriate contact as necessary.
• Arranging incoming and outgoing courier to ship out or pick up letters or packages as needed.
• Checking reception email and company fax inbox.
• Maintaining the reception area to ensure it is clean and presentable.
• Providing assistance to PSWs with their supplies, and any requests or issues they may have.
• Dealing professionally with client issues and pass them on to the appropriate parties.
• Supporting employee with booking workstations, meeting rooms and boardrooms.
• Schedule and coordinate the booking of boardrooms and meeting rooms.
• Preparing and setting up boardrooms for meetings and arranging refreshments as needed.
• Ensuring the meeting rooms and boardrooms are tidy and equipment are put away after meetings.
• Overseeing employee and guest parking.
• Provide support for teams when necessary.

General Office Administration

• Processing and fulfilling PPE supply orders for PSWs.
• Assisting Office Coordinator with onboarding of new staff including taking photos for employee s, issuing office access cards and office supply/PPE distribution.
• Retrieving incoming mail and distributing them to the appropriate staff member.
• Use of mail and folding machines for outgoing mail.
• Assist with purchasing and the inventory management of office supplies.
• Maintaining adequate kitchen supplies and assisting with loading/unloading the dishwasher.
• Providing coverage to the Administrative Team as needed.
• Assisting with the onboarding of new employees.
• Supporting with special projects or other duties as required.
• Assisting Office Supervisor as needed.

Risk, Health and Safety Management

• Identifying and reporting health and safety incidents and concerns in a timely manner to the appropriate supervisors and/or funders, documenting incidents in Easy Care and escalating appropriately to the designated supervisors as outlined in the Client Safety Reporting policy (C.01.38).
• Participating in health and safety processes and procedures.
• Participating in maintaining a safe workplace environment by cultivating a positive safety culture and encouraging best practices to promote both staff and client safety and well-being.
• Participating in all health and safety training initiatives on a regular basis.
• Taking proactive action against client incidents within your scope of practice.
• Being actively involved in the improvement of the reporting system to prevent future reoccurrences.
• Developing a plan to identify, manage and/or minimize client safety risks or situations in adherence with risk management operations policies.
• Facilitating the planning discussion in the preparation stage prior to disclosure, with the goal of enabling a supportive and effective conversation.
• Promoting a culture of safety by being responsible for encouraging blame‑free reporting.
• Investigating adverse events by performing a root cause analysis and gathering all relevant information as it pertains to the event.

• A post‑secondary diploma in administrative studies or business combined with three years’ administrative experience at the service level.
• Excellent interpersonal, organizational, communication and problem‑solving skills.
• Ability to work independently and collaboratively within a team.
• Maintain positive working relationships with others, both internally and externally.
• Excellent time management skills combined with the ability to prioritize, make timely decisions and pay attention to detail.
• Flexible to the changing demands of the job.
• Excellent oral and written English communication skills.
• Proficient in Microsoft Office (Word, Excel and Outlook).
• Must be able to lift 30 lbs.

Seniority level: Associate

Employment type: Full‑time

Job function: Administrative and Customer Service

Industries: Non‑profit Organizations and Hospitals and Health Care

Location: Toronto, Ontario, Canada

Salary: CA $60,000 – CA $70,000