Administrative Support II (CP) - Gianna Centre

• Begin every shift by checking telephone and cell phone messages, then emails and reply to all correspondence promptly. Check the daily calendar of events to become familiar and prepared for the day ahead.
• Ensure that reminders have gone out for the day’s appointment bookings and that new reminders are created for the next day’s appointments.
• Unlock the client file drawer.
• Unlock all supply and program rooms every morning and securely re- lock rooms containing merchandise at the end of each shift and turn off all lights.
• Welcome people we serve, volunteers and guests by greeting and directing them, in person over the telephone or electronically; answering inquiries appropriately.
• Prepare a small stock of intake packages with two parts for all new clients:

• Maintain an efficient, tidy, and smoothly running office environment.
• Perform office reception duties and schedule appointments and provide appointment cards for people we serve.
• Manage phone line functions: transferring messages to voice mail or other offices.
• Take/forward messages from co-workers, people we serve, and visitors.
• Organize, process, and distribute correspondence and out-going packages to and from our ministry offices.
• As needed, provide resource information and refer inquirers to other departments within the agency or other programs for service.
• Follow all working alone safely protocols outlined for the Gianna Centre including locking the front door if alone in the building at any time.

• Provide general office and administrative support to our volunteers, clients and other agency ministries.
• Enter client information including outcomes and survey data into ShareVision and/or other databases as required.
• Assist in the tracking, entering, and reporting of data relating to the Ministry and/ or statistical reporting as required.
• Ensure that all administrative staff paperwork is present and up-to-date (i.e. sign-in sheets, staff and volunteer contact information lists, data sheets, emergency preparedness protocols etc).
• Keep notice board (including social media) current by removing old postings as required and replacing with approved up-to-date ones.
• Apply correct postage.
• Address and distribute interoffice and Canada Post mail and packages.
• Arrange for mail and courier pick-up as needed.
• Handle petty cash, operate point-of-sale equipment, and communicate with Accounting or other administrative support staff of the Ministry, as assigned by the immediate supervisor or designate.
• Monitor use of office & kitchen supplies reorder stock once approval is given.
• Assist in providing support to other Ministries as assigned by the appropriate Director/Manager.
• Assist in new staff/volunteer/student orientations.
• Consistently review upcoming classes and ensure they are populated with clients according to their interest and need using Administrative time or volunteer support when applicable.

• In conjunction with volunteers and designated staff, clean, tidy and re-set the kitchen, and all supply/ program rooms after each and every use. Create signs and posters as needed to ensure easy reference for proper room use and cleaning procedures are followed and completed by responsible parties.
• Notify direct supervisor or designate if building maintenance is required outside so appropriate parties can be notified.
• Report any necessary repairs or required maintenance of office photocopiers, printers, etc. to direct supervisor or designate.
• Report any computer or phone problems to the CSS Helpdesk/DSI.

• Respect and protect all sensitive and confidential information, spoken or written.
• File information in Ministry files, as needed.
• Update Ministry file indexes, as assigned by immediate supervisor or designate.
• Prepare initial paperwork for people whom we serve, as assigned by the immediate supervisor or designate.
• Maintain a log of all files going in and out of the Ministry file archive, including whose file is being checked in/out and who has signed the file in/out.
• Place files in and retrieve files from the Ministry file archive.
• Assist in maintenance of the Ministry file archive, as assigned by immediate supervisor or designate.

• Demonstrate a keen ability to prioritize work flow according to the unique and changing needs of the Ministry and/or the Director/ Manager’s/ instructions.

• Facilitate and provide a welcoming, hospitable, and safe environment for people under our care in keeping with Catholic faith, values, and social teachings.
• Maintain appropriate personal boundaries with others.
• Communicate accurately and professionally with all staff and people whom we serve and with people from outside agencies.
• Attend regular team meetings as required.
• Report incidents to the immediate supervisor or designate.
• Maintain current knowledge of Agency policies and procedures, as well as relevant legislation, regulations, practice standards, and practice guidelines.
• Direct all media or similar inquiries to the immediate supervisor.
• Participate in team building activities and practices and contribute well to an effective team working environment.
• Provide information about agency Ministries and services through program pamphlets and brochures.
• Perform other duties as assigned.

• Diploma in Office Administration or equivalent (Medical Office Administration preferred).
• Proficient in the use of Microsoft Office and databases.
• 2 years of experience in administrative office work or a combination of equivalent work and experience will be considered.
• Thorough understanding of values and guiding principles of the Catholic Church
• Demonstrated commitment to Catholic Social Services mission, vision and values.
• Excellent English language communication, collaboration, and interpersonal skills.
• A high degree of attention to detail, accountability, and accuracy.
• High degree of integrity and professionalism by being punctual, attentive, reliable, courteous, and responsive.
• A well-defined sense of diplomacy.
• Respectful of people’s diversity and the value of spirituality and religion in their lives.
• Able to provide professional service to others with discretion, maturity, compassion, empathy, and sensitivity.
• Outstanding phone, digital, and in-person etiquette and professional demeanour.
• Highly resourceful, flexible, and adaptive.
• Ability to remain calm and organized in a busy office environment.
• Manage sensitive and confidential information with integrity.
• Proficient working with computers, including work with Microsoft Office and other relevant computer applications/databases.
• Knowledge of and effective collaboration with internal and external stakeholders, professionals, and service providers
• Police Information Check including vulnerable sector search within six (6) months
• Intervention Record Check current within six (6) months

• The annual compensation for this position ranges from $32,277.472 to $36,342.56 (32 hours/Week) and is based on qualifications and experience.
• Flexible benefit options when eligible.
• Work within a highly collaborative, team-oriented organization, where your ideas are heard, and you can see your impact daily.
• Growth Opportunities: apply and grow your skills within a dynamic, innovative and expanding Agency that is taking a leadership role in our industry.

• Humility: We acknowledge with gratitude our human abilities and limitations. We demonstrate humility by doing the best that we can with the resources that we have.
• Compassion: We respond to people in need with love. We demonstrate our compassion by caring for people without judgment and without condition.
• Respect: We demonstrate our respect by being personally present, open and attentive to those we care for and by honouring their dignity and freedom.

Catholic Social Services