Hospice of Waterloo Region Looking for Community Client Services Program Assistant & Receptionist at Waterloo, ON Full Time

POSITION OVERVIEW: This position works to support both Hospice Waterloo Region (HWR) as a whole, and the community services team activities. The individual who fulfills this role must demonstrate maturity, compassion, respect and professionalism in all activities. The incumbent will assist the Community Client Services Team, and fulfil reception duties for the organization.

POSITION SPECIFIC RESPONSIBILITIES

1. Community Client Services Support:

• Support the provision of onsite services such as therapeutic touch, reiki, hair salon, reflexology, massage program, etc. These tasks will involve working collaboratively with the service coordinators, calling to confirm appointments with clients, scheduling/re-scheduling appointments, setting up therapy rooms, and greeting clients.
• Create client record files for new referrals to the organization, by entering referral date. Update existing files as needed.
• Maintain client record file status; inform staff via our client software program of any changes.
• Assist in completing accreditation tasks as requested.
• Assist with database and communications tasks as requested.

2. Reception:

• Greet and welcome visitors, volunteers, and clients with warmth and compassion as they arrive for appointments/programs/meetings. Provide check-in, notify staff of their arrival, excort to appropriate area, ensure necessary paperwork completed, provide refreshments as needed, and give information and support where indicated.
• Answer all telephone calls, dealing with general inquiries and directing calls to the appropriate staff or external resources
• Screen, forward and respond to the general HWR email inbox
• Load and maintain the lobby video software, and upload/update information as requested.
• Manage all building computer key fob software
• f. Respond to incoming and outgoing mail deliveries, deliver to appropriate staff
• Coordinate kitchen/great room booking calendars
• Ensure kitchen, great room, waiting areas and common areas are clean and well-maintained and tidy.
• Order and stock hospitality and coffee items for the building.
• Organize refreshments and room setup for meetings and events as requested
• Work with reception volunteers, and assign tasks for them to complete as appropriate
• Support the HWR library by assisting with loaning library materials to clients, adding new materials to the computer software, creating labels, and working with library volunteers.
• Create name badges for new staff and volunteers.
• Troubleshoot online and computerized phone maintenance software including setup on phone extension

3. Other:

• Other duties as assigned to support HWR.
• Contribute to overall operations by embracing change and innovation.
• Develop and maintain positive relationships with staff, clients, visitors, donors, partners and the wider community.
• Demonstrate and encourage a team based professional working environment that empowers staff to be collectively responsible for meeting the HWR mission and vision.

QUALIFICATIONS AND EXPERIENCE

• Post-secondary studies in office administration or equivalent experience.
• Technically proficient with computers, MS Office products and specialty software.
• Previous office experience preferred.
• Communications and IT experience a key asset.
• Experience with Electronic Medical Record (EMR) software an asset.

SKILLS AND ATTRIBUTES

• Excellent written and verbal communication skills including courtesy, tact, discretion, providing detailed explanations, interpretation and diplomacy.
• Ability to adapt, troubleshoot, and pivot to changing requirements and environment; while remaining calm and professional.
• Ability to manage time constraints, multi-task, and work with interruptions.
• Self-motivated, committed, very organized and sensitive to the needs of clients.
• Understanding of social media and technology platforms.
• Proficient with Microsoft office 365 (Word, Excel, Outlook, etc.).
• Technologically savvy.
• Reliable team player who works well independently.

We are an equal opportunity employer. In accordance with AODA (Accessibility for Ontarians with Disabilities Act, 2005), Hospice Waterloo Region will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If you require disability – related accommodations, please inform the Human Resources (HR) staff. All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Job Types: Full-time, Permanent

Benefits:

• Company events
• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• RRSP match
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• 12 hour shift
• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• WATERLOO, ON: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Receptionist: 3 years (preferred)
• Administrative experience: 3 years (preferred)

Work Location: One location