Position: Reception                                                                                                             Hourly Salary: $19.85 – $24.40 hourly

Reports to: Supervisor Community Services & Strategic Initiatives / Manager        Reference #: ADM-1221-03

Status: Casual/Relief                                                                                                           Location: Sault Ste. Marie

Posting Date: December 6, 2021                                                                                     Closing Date: December 13, 2021, at 4:30 pm

POSITION SUMMARY: To provide relief administrative assistant services to Reception and to Clinical Services staff, on an as-needed basis.

Minimum Education

  • College diploma in Office Administration – Executive or equivalent

Minimum Experience

  • Two (2) years of office experience.
  • QUALIFICATIONS:
  • Ability to complete tasks efficiently and accurately, with minimal supervision.
  • Proficiency in the use of computers and a variety of software applications (e.g., Microsoft Word, Outlook, PowerPoint, Excel, Publisher, Adobe, etc.).
  • Knowledge of, and experience with, EMHware processes and data entry practices.
  • Knowledge of AODA mandatory staff training, etc.
  • Knowledge and understanding/compliance with confidentiality, PHIPA, AFS Policies and Procedures.
  • Participation in the rotation of reception coverage for lunch and breaks.
  • Excellent communication, time management, and organizational skills.
  • Ability to take meeting minutes accurately and efficiently.
  • Participation in the supervisory, peer consultation, quality assurance, program evaluation and accreditation processes.
  • Pleasant manner and calm demeanour when dealing with the public.
  • The ability to provide services in both official languages (English/French) is considered an asset.
  • Availability to work flexible hours, including evenings and occasional weekends, if required.

DUTIES AND RESPONSIBILITIES:

1. Relief Reception/Administrative Assistant duties include the following:
a) Coordinating the office’s master telephone communications system, including the switchboard and paging system.
b) Directing calls to appropriate staff, as required.
c) Making calls, as required.
d) Soliciting specific information from individuals calling for services, as per the AFS Intake
Procedures for Children’s and Adult Mental Health Services, and forwarding calls to
appropriate Intake staff.
e) Greeting and receiving walk-in visitors and/or clients, and notifying appropriate staff of
their arrival.
f) Keeping record (a sign-in sheet) of incoming visitors to the agency.
g) Tracking staff calendars in order to provide an appropriate response to clients.
h) All other duties associated with Reception/Administrative Assistance, as required.
2. Ensuring necessary documentation and materials are prepared in a timely fashion for required
postal and courier pick-up and delivery.
3. Providing clerical support such as:
a) maintaining client files for the assigned services, per agency policy and PHIPA standards;
b) typing, faxing and photocopying;
c) making travel and accommodation arrangements, as requested;
d) maintaining office supplies;
e) data entry and data management;
f) providing back-up to other Reception/ Administrative Assistant staff, as required.
4. Making appointments, as requested.
5. Coordinating and preparing meetings, as required, including necessary logistical arrangements
(venue, meals, etc.).
6. Taking minutes of meetings, as required.
7. Preparing surveys, assessment and information packages for staff members, clients, and
collaterals, as required by clinical staff.
8. Preparing forms, templates, surveys, assessment packages and general information packages
for staff members, clients, and collaterals (this may include providing brief computer tutorials to
staff, as required.
9. Working as a team member in conjunction with agency staff.
10. Assuming other responsibilities as assigned from time to time by the Manager / Supervisor.
PLEASE SEND YOUR COVER LETTER AND RESUME TO: hr@algomafamilyservices.org
QUOTING REFERENCE # ADM-0821-01

This position falls within the bargaining unit represented by the OPSEU.

Algoma Family Services (AFS) encourages applications from all qualified candidates. AFS has a great record for
accommodating persons with disabilities. Job candidates are encouraged to contact Human Resources if they need
accommodation at any stage of the application process or want more information on our accommodation policies.

PLEASE SEND YOUR COVER LETTER AND RESUME TO hr@algomafamilyservices.org #ADM-1221-03

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