Temporary Part Time Front Desk Worker (5 months)

The Front Desk Worker acts as the first point of contact for those visiting and connecting with the Welcome Centre. The incumbent operates the reception area and completes administrative duties in keeping with the mission of The Salvation Army. The Front Desk Worker greets community members, assesses their individual needs, and links them to Welcome Centre services.

Client Care:

• Provide a welcoming atmosphere to community members accessing services at the Centre.
• Conduct initial screening of community members and ensure their individual needs are met through on-site services and/or referrals.
• Monitor the activities of clients and maintain availability for personal, practical and morale support.
• Register community members for the lunch program and ensure names are passed along to kitchen staff.
• Distribute bus tickets in keeping with Salvation Army protocols.
• Register members for various programs using the nFocus Case Management Database.
• Track attendance and absences using the nFocus Case Management Database.
• Respond to persons in crisis and utilize de-escalation techniques, if necessary, contact emergency personnel (police, ambulance, etc.)
• Maintain all office documentation, including client intakes in an organized, accurate and legible manner.
• Helps to direct donations when dropped off at the Centre.

Front Desk Duties:

• Answer telephone calls, record details accurately and distribute messages in a timely manner.
• Provide general front desk supports to all staff, students, volunteers, and members of the center.
• Keep the Welcome Centre organized, neat and professional in appearance.
• Ensure the coffee center is kept well stocked and clean in keeping with all applicable health and safety policies.
• Post and communicate important daily information to clients and staff.
• Respond to routine enquiries for information about the Welcome Centre and its services.
• Monitor maintenance log and cleaning communication book. Report all concerns to the direct supervisor.
• Assist and support the needs of Community Partners accessing the Centre.
• Assist with training and evaluation of students/volunteers who help support the Front Desk.

General Administration:

• Photocopy, transmit faxes, manage couriers, and mail outs daily.
• Responsible for distributing mail as per policy for incoming mail.
• Responsible for temporary receipt book and coordination of incoming cheques/cash in consultation with the Financial Administrator.
• Provide clerical support to the team as required.
• Create and manage promotional posters/signs as needed using Microsoft programs.
• File documents electronically and in hard copy while ensuring files are up to date and easily accessible.
• Coordinate and keep accurate records of programming space rented by Community Partners.
• Maintain accurate and timely statistics as required.
• Update social media to promote programming and services at Centre as needed.
• Monitor and respond to general email, social media and texting as received.
• Responsible for keeping track of staff invoices for lunches and collection of money.

Perform other duties as required.

WORKING CONDITIONS:

• This is a temporary part time position for 5 months (March 31 -August 28) based on 24 hours per week.
• The typical working location for this position is at the Front Desk, sitting 80% of the time, 20% walking around the Centre.
• There are no travel requirements for this position.

• Completion of high school diploma.
• Completion of a formal post-secondary/college certificate program in Business Administration and/or Social Services preferred.
• Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

• More than two (2) years of prior related experience in a community setting providing administrative support.
• Strong knowledge of community resources.

SKILLS AND CAPABILITIES:

• Attention to detail, problem solving and analytical skills.
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Non-judgmental - able to deal compassionately with participants in crisis.
• Flexibility to deal with changing program needs.
• Strong computer skills required.
• Excellent oral and written communication and interpersonal skills.
• Excellent organizational skills and sound judgment.
• Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check with vulnerable sector screening.
• Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

You must advise your managing supervisor of your intentions prior to submitting your application.