Reception and Admin Support - Temporary Full-time (up to 9 months)

Receive, field and redirect incoming telephone calls to the appropriate agency and/or staff. Record and deliver messages appropriately.

Maintain staff telephone directory across all locations of the agency.

Assist staff with telephone operations, resetting passwords and troubleshooting voicemail systems issues.

Greet walk-in clients/visitors for appointments and advise staff of their arrival. Redirect clients to appropriate agency or provide additional resources if required.

Secure the reception area at close of business; ensure keys are in locked area. Tidy the reception area for the next business day.

Provide new or walk-in clients with appropriate forms, assist as required.

Book walk-in appointments.

Make appointment reminder telephone calls to clients.

Responsible for incoming and outgoing mail/couriers, voicemail, and fax.

Contact clients of ill staff members (if requested) to notify them of appointment cancelation.

Book meeting rooms, providing access to locked rooms and verifying rooms are locked following use.

Maintain office supply inventory, providing access to supplies as needed.

Make client files as needed.

Receive and record rent payment from tenants. Issue receipts as required.

Open, process and discharge clients using the client management software.

Maintain accurate program history in client management software and record client contact to track client communication for statistical purposes.

Copying, faxing, printing, scanning documents and filing hard or soft copies with client charts and shredding as per current policy and procedure.

Other duties as assigned.

Diploma in Office Management or Administration required.

Medical terminology would be an asset.

Experience working in mental health services setting preferred.

Clear understanding about client confidentiality and PHIPA legislation required.

Advanced knowledge of office procedures, computer applications including MS Word, Outlook, Excel, PowerPoint, Adobe and Acrobat.

Keyboarding skills of 50 wpm or higher.

Experience working with a multiple line telephone and voicemail system.

Experience handling emergency situations and working with potentially difficult client behaviour.

Ability to calmly handle multiple interruptions/demands while working with deadlines.

Ability to communicate effectively with peers, management and clients in verbal and written format.

Ability to learn new software quickly.

Ability to respect and maintain privacy and dignity of clients; ensure client confidentiality at all times.

Ability to work independently and interdependently.