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.


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.