Spectrum JOB SEARCH SOCIETY
Invites applications for a
RECEPTIONIST/ ADMIN ASSISTANT
We require a part-time receptionist (18 - 22 hours per week) with excellent verbal, interpersonal and organizational skills as well as strong secretarial skills.
We need an enthusiastic, self-motivated team player to work in our busy employment services office in downtown Victoria.
Excellent computer skills and proficiency in Microsoft Office including Word, Excel, Outlook and Access is a must.
Experience working in a high traffic office and scheduling for a large staff is desirable.
The successful candidate must be capable of responding to a wide range of client needs, and managing heavy telephone and drop-in traffic with a smile.
Please deliver your applications to:
SPECTRUM JOB SEARCH SOCIETY
c/o Spectrum Job Search Centre
1405 Douglas Street
Victoria, BC
V8W 2G2
Deadline: December 15, 2008
The Government of Canada has contributed funding to this initiative
SPECTRUM JOB SEARCH CENTRE
RECEPTIONIST / ADMIN ASSISTANT
Reports to Executive Director and is responsible for primarily for reception duties, and will provide other administrative duties as required.
§
Reception:
monitor incoming calls and direct to appropriate staff member, provide information to callers, greet clients and direct to services
§
Check telephone messages for staff and client line
§
Book appointments for 25 employment counsellors within 3 different programs
§
Prepare all registration forms, intake forms and other tracking forms weekly
§
Answer questions/give program information to callers or walk in traffic
§
Keep schedule up to date, ensure Resource Centre is covered, and make copies of daily schedule for each counsellor, make sure counsellors are aware when they are scheduled for alternate duties
§
Schedule workshops, and enroll participants
§
Ensure that clients complete intake forms, screen clients and refer to appropriate counsellor, and manage client flow.
§
Track attendance of client appointments, and workshop participants
§
Input initial client information into database (Access or Contact IV) accurately
§
Do faxing as requested of client resumes, or other required faxing etc.
§
Receive and distribute mail to appropriate staff
§
Reconcile client transportation petty cash
Other administrative duties may include:
§
Maintain other tracking spreadsheets for programs, workshops, registration and Resource Centre
§
Database creation & maintenance:
using ACCESS to input client information and create and print forms or reports
§
Order office supplies as necessary for front office, staff, and all programs
§
Do photocopying as required on-site (prepare and organize all workshop materials, photocopying for program handouts, etc.); photocopy client resumes, etc.
§
Filing of financial, correspondence, forms, workshop materials, client files etc.
§
Provide word-processing service to staff, including workshop materials, letters or resumes
§
Collect and prepare staff timesheets for Coordinator of Administrative Services
§
Ensure all files are put away, secure filing cabinets and safe before leaving for the night
Qualifications:
§
Excellent interpersonal skills, enthusiastic and self-motivated, and a real “people person”
§
Ability to manage a high volume of telephone traffic, and scheduling of staff appointments for 25 staff
§
Ability to provide clear information to the public
§
Ability to cope with high volume walk in traffic to an Employment Centre
§
Two years experience in office administration duties
§
Grade 12 or equivalent
§
Skilled in use of computer programs: MS Word, Excel, Access, Outlook and the Internet
