Careers

Posted 46 day(s) ago

Bilingual Reception & Referral Associate

POSITION: Bilingual Reception & Referral Associate

STATUS: Full-Time

REPORTS TO: Program Coordinator

Requirements: Vulnerable Sector Check

The Dementia Society of Ottawa and Renfrew County (DSORC) is a non-profit, charitable organization that provides compassionate support, tailored coaching and practical education for everyone impacted by dementia while building a dementia inclusive community.

Reporting to the Program Coordinator the Reception & Referral Associate is responsible for providing clerical and administrative services that support DSORC’s mission and vision.

Work Environment:
This position works primarily at the Dementia Society’s central office in Ottawa. The operational hours are 8:30 am to 8:00 pm Monday to Thursday, and 8:30 am to 4:00 pm on Fridays. The hours are 37.5 per week, including 30 minutes for lunch. The schedule is to be determined, and may include some evening shifts.

Responsibilities:

Under the supervision of the Program Coordinator, provide efficient and effective administrative support services for DSORC. Duties include:

• Undertake opening and closing procedures for the main Ottawa office
• Greet clients and community partners that come in person
• Process all incoming referrals accurately and efficiently in both official languages
• Coordinate and schedule client intakes, including no contact letters and fax back forms
• Answer all telephone calls, for the main and support line, and redirect calls to appropriate department or staff member
• Maintain the Telus auto receptionist and update recorded messages as required; act as the primary resource for the telephone line
• Provide back-up coverage and assistance for the Operations Administrative Assistant, when needed
• Maintain Client Request Databases
• Complete data entry in a timely and detail oriented manner
• Prepare Xerox reports for Operations
• Assist with organization and catering for special meetings/events
• Assist in maintaining office supplies and stock
• Organize and maintain communal workspaces such as reception desk, stock room, and staff kitchen so that they are clean and professional
• Receive, date stamp and distribute mail in office
• Receive and redirect supplies and orders
• Troubleshoot office equipment and work with Operations team on coordinating service calls as required
• Oversee/troubleshoot desk and room booking system for the office space
• Provide parking passes to staff and guests
• Other administrative tasks as required

Qualifications and Experience
• At least one year in a similar position
• Bilingualism (read, write, speak and understand) is essential
• Customer-service oriented with solid administrative and time-management skills

*Anticipated start date January 16th, 2023.