Intake Receptionist (Contract until September, 2025)

CICS is a not-for-profit organization and registered charity with a mission to empower newcomers in settling and integrating as contributing members of Canadian society through diverse, professional and innovative programs and services. We work to enable newcomers to fully integrate, participate and contribute to all spheres of Canadian society. Our success stems from our workforce culture bound by three core values: Compassion, Inclusion and Collaboration.

Ref:             41-24 / Intake Receptionist (Contract until September, 2025)

Job Title:     Intake Receptionist (Evenings and Weekends)

Team/Unit:    MSWC Admin

Location:       MSWC

Hours:          35 hours per week; may work irregular hours, including evenings, Saturdays and some holidays

Salary:          $39,094 - $42,697

Current Rate:  $21.48

Status:             Unionized

Essential duties and responsibilities

Reception

• Greet visitors/clients and direct them to appropriate program or service staff;
• Operate the main switchboard, screens, take messages and direct calls to appropriate program or service staff, and provide general information to clients and to public;
• Provide information on Welcome Centre programs, services and schedule appointments, reschedule client appointments and handle cancellations, and keep accurate intake records;
• Provide Reception duties in-person, over the phone, social media, etc.

• Work with volunteers and provide on-going orientation for volunteer receptionists. 

   

  Clerical Duties

• Prepare interoffice courier waybills and mail for delivery to other offices and locations;
• Sort and route incoming mail, fax, and other materials;
• Make photocopies, scan, and file documents;
• Maintain the schedule on space usage of Welcome Centre;
• Maintain the facility, prepare program materials and update the information on the bulletin boards;

• Keep and maintain the cleanliness and tidiness of the facility.

   

  Program Support

• Communicate with staff regarding appointment scheduling and program information;
• Assist in promoting program and services;
• Assist in registering clients for services, program, and activities;
• Assist in client data entry;
• Collect Welcome Centre statistical log sheets;

• Keep and maintain inventory of program materials, resources, supplies, equipment and furniture.

   

  Intake Receptionist also performs any other duties assigned by the supervisors.

   

   

  Qualifications / Knowledge and Skills

• Diploma from college in office, business, administration procedures, or customer services or equivalent and at least 2 years office experiences;
• Intermediate level of office procedures;
• Excellent communication skills; verbal and written fluency in English, Cantonese, and Mandarin is mandatory;
• Ability to manage time efficiently and set priorities;
• Must have strong customer service orientation;
• Knowledge of and sensitivity to the multicultural communities, and especially the needs of the newcomers;
• Excellent interpersonal skills and experiences in problem solving;
• Excellent attention to detail and ability to multitask, able to work both independently and as part of a team in a fast-paced environment;
• Strong computer skills with proficiency, intermediate level, in Microsoft Office, Internet and Email;
• Knowledgeable with mobile devices, and Social Media platforms such as WeChat, Little Red Book, Facebook, etc.
• Ability to cope with changes and be flexible in scheduling and willing to work evenings and weekends occasionally.
• Valid Ontario driver license and use of car is a strong asset;

• A Vulnerable Sector Screening is mandatory.