Team Assistant, Reception

Hours: M-F 9am-5pm 35 hrs/wk.

Range: $25.62-$26.39 per hour 

Location: 30 College St., Toronto (In-Office)

Classification: Full-Time Contract

Summary:

Native Child and Family Services of Toronto strives to provide a life of quality, well-being, caring and healing for our children and families in the Toronto Indigenous Community. We do this by creating a service model that is culture-based and respects the values of Native people, the extended family, and the right to self-determination and through the integration of holistic, culturally based prevention services that are child centred, family focused, and community driven.

Primary Responsibilities:

Under the direction of the Manager of Administration, the Team Assistant will provide administrative support to various departments within the agency.

•Screen and respond to general phone and email inquiries from program participants, suppliers, staff and external agency representatives.

•Assess the urgency of inquiries, and respond in an appropriate manner; such as confirmation emails/calls to program.

•Refer calls/email to appropriate individuals when applicable.

•Type, from written or dictated information, a variety of material, such as memos, letters, clinical reports, schedules, appointment lists, legal documents, recordings and minutes.

•Assist in preparing various types of correspondence including incoming/outgoing mail, memos, letters, reports, schedules, etc.

•Coordinate and schedule appointments and events, both virtual and in person. Coordinate virtual meetings including setting up break out rooms, changing hosts, etc.

•Compile/input data for statistical reporting.

•Maintain and update filing systems, including confidential data and records. Archiving historical camp related documents.

•Complete forms and reports as required, using database/ spreadsheet applications.

•Open and close files. Update client/agency records.

•Maintain office supplies.

•Purchasing and planning deliveries of supplies or mail.

•Collect and maintain attendance.

•Relieve other team assistants as necessary.

•Other duties and responsibilities required.

QUALIFICATIONS, KNOWLEDGE, AND SKILLS

•Post-secondary education in the area of office management, business administration or a related field preferred.

•Alternatively, a combination of education and experience will be considered.

•A willingness to obtain and pass a Vulnerable Sector Police Record Check.

•An understanding of the unique dynamics that exist within First Nations, Inuit, and Métis cultures.

•Excellent knowledge of general office procedures, organizational skills, ability to multitask, initiative and respect for confidentiality

•Excellent computer skills

• Ability to work effectively with all levels of staff, to maintain effective communication and working relationships, demonstrating strong interpersonal skills, tact, sensitivity and build strong internal relationships.

• Demonstrated understanding and commitment to integrating the Native Child and Family Services of Toronto Mission and values in to practice, service and relationships.

• Demonstrated understanding of workplace health and safety practices and understanding of an employee’s responsibility under current legislation.