INTERNAL/EXTERNAL OCISO JOB POSTING
Position: Receptionist
Term: Part Time – 17.5 hours per week (November 2022 – Indefinite)
Reports to: Manager, Lanaguge Instruction for Newcomers to Canada (LINC)
Location: 1800 Bank Street – Ottawa
About OCISO
OCISO supports immigrants through the journey of making Canada their home by providing creative and responsive culturally and linguistically appropriate programs, building community through mutual respect and partnerships, and fostering healthy and inclusive spaces for open dialogue and healing.
Position Summary
The Receptionist is required to coordinate office administrative activities, storing, retrieving, and integrating information for dissemination to staff and clients. The duties include maintaining computer database systems Harts/ARS, iCARE, office administration, student support, building maintenance/security, general clerical, receptionist, program related support and a variety of administrative duties to facilitate the efficient operation of the program.
Main Responsibilities:
· Greets and provides assistance to speakers, guests, visitors, clients, including conducting tours
· Registers, refers, and provides information to clients
· Provides information and referral to clients
· Responds, handles and resolves complaints and inquiries
· Deals directly with clients either by telephone or face-to face
· Maintains physical and electronic data and program information
· Provides administrative support to LINC manager, staff and clients
· Organizes and maintain office files, personnel records of the program
· Organizes and maintain registration packages for teachers and students
· Ensures that all records are kept confidential and secure
· Organizes booking for shareable space between programs
· Order supplies for the program when necessary
· Monitors the good functioning of the equipment/maintains orderly reception area, with appropriate signage and notices
· Other assigned secretarial, administrative, clerical, reception duties
· Demonstrates a high level of tact and diplomacy when dealing with teachers, child care staff and clients
· Coordinates special events in the school (i.e. Volunteer Appreciation, Graduation ceremonies etc.)
· Participates in classroom activities, as appropriate
· Enrolling new clients in LINC Program
· Collecting, maintaining and updating contact information of clients and emergency contacts
· Calling and updating LINC waitlist
· Communicates client requests with Language Assessment and Referral Centre contact
· Updating attendance of LINC clients on a regular basis
· Preparing letters and citizenship certificates
· Continue/Progressing students to appropriate LINC class
· Updating proficiency results based on information provided by instructors
· Withdrawing clients from program/waitlist as necessary
Qualifications:
· Certificate in office administration or equivalent combination of relevant education and related experience
· Knowledge of office management systems, administrative, clerical procedure, business and customer services principles and practices
· Knowledge of community agencies resources and ability to establish and maintain effective working relationships with a diverse client population, staff, and the public
· Ability to work in a computerized environment and knowledge of relevant software (ex. Office, HARTS, iCARE)
· Ability to exercise professional judgment and discretion in dealing with confidential information, work with minimal supervision and within tight deadlines
· Demonstrated communication skills (written and verbal)
· At least 1 year relevant experience in office setting
· Experience dealing with newcomers to Canada clients
· Ability to work under pressure and meet deadlines
· Demonstrated the ability to work effectively in a multi-disciplinary and multicultural team environment
· Ability to work independently and as part of a team in a dynamic, complex environment and organize time and workload effectively
Salary: $22.00-$22.53 per hour plus 4% vacation pay. (Note: structured unpaid breaks include year-end, March and summer months).
Application Deadline: Friday, November 25, 2022, until 5 PM (EST)
Application Process: Please rename your cover letter and resume with your “First name_position title” (e.g., Chandan_Receptionist _letter or resume) before applying and send it to Chandan Rathaur, HR Administrator.
We encourage applications from qualified people of all backgrounds, especially women, members of visible minorities, Indigenous persons, and persons with disabilities.
OCISO is committed to accessibility in employment and to ensuring equal access to employment opportunities for candidates, including persons with disabilities. In compliance with AODA, OCISO will endeavor to provide accommodation to people with disabilities in the recruitment process upon request. If you are selected for an interview and require accommodation due to a disability during the recruitment process, please notify the HR Administrator upon scheduling your interview.
Please note, after the hiring process is complete and before joining, OCISO requires successful candidates to provide proof of their COVID-19 vaccination document as a condition of employment, subject to an Ontario Human Rights Code exemption.
Thank you for your interest in joining OCISO. We appreciate all applications. Due to the volume of applicants, we are only able to contact those selected for further consideration process upon request. If you are selected for an interview and you require accommodation due to a disability during the recruitment process, please notify the HR Administrator upon scheduling your interview.
Job Type: Part-time
Salary: $22.00-$22.53 per hour
Schedule:
Work Location: One location
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