Temporary Full Time Receptionist (1 year term)

The Receptionist provides professional reception and administrative support to the Divisional Public Relations Team to ensure timely action and support is undertaken to meet the strategic priorities of Divisional Headquarters and the practical needs of our front-line ministry units.

General

• Greet visitors and answer the telephone in pleasant, professional manner, forwarding calls to the appropriate staff and/or voicemail as required
• Ensure that reception duties are performed in a professional and efficient manner and appropriate responses are provided to community and staff enquiries
• Arrange for maintenance of equipment such as photocopiers, electricity, etc.
• Works cooperatively as part of the Divisional PR team to serve the needs of Ministry Units leads, at times acting as the initial point of contact between MU’s and the PR team to either redirect or respond to the urgent or pressing matters requiring immediate attention
• Ensure that all aspects of work are completed in accordance with the principles, standards and policies and procedures of The Salvation Army
• Open and distribute in-coming mail and process out-going mail for DHQ offices, including materials of a confidential nature; receives parcel(s) and distribute to the appropriate person(s)
• Order all stationery supplies and maintain adequate office supplies and other supplies as needed
• Supports the Divisional Administration team as required

Administration

• Provides administrative support to Divisional Public Relations team
• Perform general office duties such as files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested; resolves routine inquiries
• Draft and type correspondence or generate reports (e.g., letters dealing with administrative issues); check typing for accuracy, sort and prioritize typing assignments within general guidelines; research and respond to difficult enquiries on behalf of the supervisor

Health and Safety

• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures

Perform other duties as required

WORKING CONDITIONS:

• This is a temporary full-time position based on 40 hours per week
• Some flexibility in scheduling is required; some weekend and evening work may be required
• The Supervisor will set the hours of work and work schedule
• Working environment is typically in the office in generally agreeable conditions
• Ability to lift/move 25 lbs
• This job requires reaching, bending, and stooping, working in a sitting, and standing position for periods of time

Normal hours of work: 8:00 a.m. to 4:30 p.m., Monday to Friday and includes a ½ hour unpaid meal break.

The above responsibilities must be performed in keeping with The Salvation Army’s Mission, Vision and Values, in a professional manner, upholding our code of conduct.

Education, Qualifications and Certifications:

• Completed up to 2 years of Community College, a Business Administration Certificate is preferred
• Alternative combinations of education and experience may be considered

Experience and Skilled Knowledge Requirements:

• Minimum of one (1) year of prior related experience, including administrative experience
• Proficient in Microsoft Office applications

Skills and Capabilities (examples provided below):

• Exhibit good listening skills, have strong oral/written communication skills
• Excellent interpersonal skills, integrity, and adaptability
• Ability to maintain information in confidence and exercise good judgement
• Adaptable, proactive, a self-starter and the ability to work independently
• Ability to learn, adapt, and utilize technology and processes quickly
• Attention to detail, ability to prioritize, manage multiple tasks and the ability to complete assignments and meet deadlines with minimal supervision
• Ability to work independently as well as part of a team with supervision in a multi-faceted environment
• Effective organizational and time management skills – self-motivated and disciplined self-starter
• Represent the organization in a professional and engaging manner.
• Ability to stay calm when dealing with upset/angry public
• Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening as required
• Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

You must advise your managing supervisor of your intentions prior to submitting your application.

Internal Applicants, must advise your managing supervisor of your intentions prior to submitting your application.