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Administrative Assistant/Receptionist

Department: Intervention

Published: January 9, 2023
Located in: Miriam Intervention

As the Receptionist for the Miriam Foundation, you will be our organization's first point of contact. The Receptionist's duties include welcoming guests, coordinating all front-desk activities, and offering administrative support to the clinical staff.

Administrative Assistant

Roles and Responsibilities (but are not limited to):

  • Oversee client intake process:
    • Respond to all intake requests received from phone calls, emails, website forms or in-person visits. Share any relevant program information (flyer, costs, etc.)
    • Keep intake list up to date:
      • Enter any updated information, when provided by family
      • Ensure those on the wait list receive regular contact to reassure them, as needed
    • When a spot is available, reach out to those next in line, gather necessary information and book an intake meeting with the relevant program manager
  • Offer administrative support to clinical staff:
    • Drafting letters, emails, memos, etc.
    • Filing (electronic and physical)
    • Intervention material preparation
    • Transferring videos to a USB key
    • Organizing applications from prospective staff to be interviewed
    • Overseeing staff's on-boarding and off-boarding process
    • Arranging interview appointments with prospective staff and managers
    • Arranging the purchase of items and resources, under the guidance of the clinical teams
    • Following up with families who have signed their contracts and forwards contracts to the Accounting department for processing
    • Any other tasks as required

Receptionist

Roles and Responsibilities (but are not limited to):

  • First point of contact for our organization: greet and direct guests and enforce COVID-19 protocols:
    • Ensure guests sign logbook with name, phone number, person visiting, and assign them a visitor badge
    • If a guest is wearing a cloth mask, ensure they remove and change for a disposable mask
  • Follow safety procedures (alarm, evacuation/emergency) and building access protocols
    • Should a guest require a FOB to circulate in the building, assign a FOB, and indicate it in the logbook (FOB number, name of user, reason for visit)
  • When necessary, be able to open/close the Centre
    • Arming/disarming the alarm system
    • Upon closing, verifying the building is clear
  • Coordinate all front-desk activities
    • Present for client drop-offs and pick-ups: inform the senior or manager about a late arrival
    • Ensure the reception desk and lobby area are always tidy and presentable
    • Prepare and affix reminders on exterior doors for closures
    • Answer, screen, and forward incoming phone calls and emails
    • Receive, sort, and distribute daily mail and deliveries
    • COVID-19 protocols (as required): 
      • Ensure a constant supply of masks (solid, clear mouth), booties, gloves, and thermometers for temperature are available at the front desk. 
    • Update and print any log sheets (visitor logbook, FOB logbook, etc.)
  • Assist with any pre-meeting preparation and room set-up when required for meetings, conferences, etc.
  • Support housekeeping, as required
  • Any other tasks as required 

Qualifications and Requirements

  • Fluent in French and English (verbal and written) is essential, other languages are considered an asset.
  • Professional attitude, appearance (business casual) and personable
  • Proficient in Microsoft Office Suite (Teams, SharePoint, Word, Excel, etc.)
  • Ability to work independently and as part of a team
  • Resourceful and proactive with excellent organizational skills
  • Multitasking and time-management skills, with the ability to prioritize tasks, are essential  

Schedule: 8:15 a.m. - 4:45 p.m., Monday to Friday, with a lunch break from 12:15 – 12:45 p.m.

Application Form

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