POSITION SUMMARY:

Assist the region by providing reception, administrative and program support. Provide support to management and staff in the operation of the programs. Provide information in response to public inquiries for all programs.

MAJOR RESPONSIBILITIES:

Direct Service:

• Central to the flow of daily operations, staff movements and greeting of clients and the public
• Answer incoming calls; screen, forward calls and take messages
• Acts as resource for public inquires about CHS and programs and services, and refer inquires to appropriate programs/services
• Provide information for inquiries in relation to CHS programs and services; explain program eligibilities and make referrals and initial intake
• Respond to immediate client complaints and liaise with appropriate program manager or Regional Director
• Over the counter communication devices sales including loaners, purchase options and trouble shooting with clients
• Initiate and respond to general correspondence on behalf of program staff
• Assist regional programs in setting up community forums, health fairs, screening clinics, presentations and other meetings
• Assist regional office programs such as with self-help/support group mail outs and registration
• Provide in-office support from 5pm to 7 pm as required for vcon Community Development Council meetings (i.e.: bad weather prevents travel)
• Provide technical device services and support; arrange shipping of devices in need of repair and monitor progress.
• Book appointments for staff and provide back up when necessary
• Provide appropriate back up for office staff in their absence
• Other duties as assigned

Administration:

• Provide confidential and general secretarial support to the program staff and to the managers
• Receive and distribute mail/courier
• Update and maintain confidential files including data entry in database(s) as appropriate
• Photocopy, take and type minutes, memos, fax, etc. as required
• Order and maintain of office supplies and inventory
• Act as resource for staff in relation to queries regarding program issues and related CHS policies and procedures
• Maintenance of program and staff tracking systems and program support materials
• Provide support for preparation of workshops and meetings, including room set up, dissemination of agendas, booking rooms, interpreters, videoconferencing, etc.
• Maintain accurate statistics and provide reports according to external and internal requirements
• Assist staff in marketing of programs by organizing displays and creating promotional materials e.g. flyers, etc.
• Assist staff in maintenance of standards, protocols, and procedures for programs
• Other duties as assigned

Financial:

• Assist with collating materials for financial statements and forecasts
• Assist in general office coordination and accounting procedures
• Responsible for petty cash and related record keeping
• Bank deposits as required
• Prepare and forward financial records to Financial Services as required; invoicing, payments etc.
• Receive funds and provide receipts related to sales
• Responsible for collation, distribution and follow up of information for monthly/quarterly statistical information
• Maintain overview of program expenditures in consultation with the Regional Director

Supervision and Volunteer Coordination:

• Provide guidance for student placements/volunteers as necessary (example: QUEST)

Community Education:

• Coordination of special events (QUEST), promotions, displays, requests for information, presentations, etc.
• Provide assistance in annual community events e.g. May Month, United Way Campaigns
• Participate in presentations and displays related to programs and services

Professional Development:

• Attend internal staff meetings
• Attend and participate in workshops/seminars related to position
• Keep up-to-date on issues and information related to position and agency
• Acquire and maintain ASL Proficiency requirement for the position (Intermediate Plus)

LINE OF RESPONSIBILITY:

Reports to Manager, Administration & Support Services, Peterborough

QUALIFICATIONS:

• Graduate of Community College in Office Administration or equivalent
• 3-5 years work experience
• Basic Accounting skills and experience with AP/AR processing
• Proficiency in MS Office Suite, internet and database applications
• Excellent communication, interpersonal and customer service skills
• Excellent organizational skills and ability to work both independently and within a team
• Excellent information coordination skills and attention to detail
• Able to work under pressure and meet deadlines
• Proficiency in American Sign Language (ASL) or willingness to learn
• Demonstrated sensitivity to working in a culturally diverse environment
• Occasional travel e.g. training, local events, etc.