The Administrative Assistant/ Receptionist ’s role responsibilities include a full range of administrative duties and functions including reception coverage, while operating in a professional and respectful manner that promotes the mission, mandate and values of Reena. The responsibilities require independence in planning and organizing in their own areas of responsibility, independently setting work and task priorities to complete tasks by target dates, while maintaining confidentiality of persons with developmental disabilities, tenants, volunteers, staff and agency information at all times.
Reena is committed to promoting diversity, equity, and inclusion in all aspects of our work. We believe that diverse perspectives are essential for addressing complex social challenges effectively. We actively engage with individuals and communities from different backgrounds and experiences to ensure our programs and initiatives are inclusive and accessible to all. By embracing diversity, we strengthen our mission and create a lasting impact on the lives of those we serve.
1) Administrative Responsibilities
- Oversee the daily operations and supervise all LFRR Residential Supervisors, Program Supervisors, and Facility Supervisor.
- Collaborate closely with the Facility Supervisor and Superintendent as needed to address operational requirements.
- Meet with vendors and contractors when the Facility Supervisor requires support for maintenance or service-related tasks.
- Ensure the Facility Supervisor is kept informed about any issues concerning building maintenance and repairs.
- Coordinate and organize events and tours within the LFRR building, ensuring smooth execution.
- Create and develop content for the LFRR information news magazine, keeping residents and staff informed.
- Liaise with security personnel to manage shift changes, late arrivals, and to debrief them on any building-related concerns.
- Prepare and send monthly emails to Residential, Program, and Supervisors to keep them updated on relevant matters.
- Collaborate with Residential Supervisors to organize and coordinate activities for LFRR holiday events.
- Other duties as assigned
2) Reception Responsibilities
- Greets all visitors to the building and assists them to their appointment or destination
- Oversees the visitor and staff sign in process, including visitor badges
- Answer phone calls in a professional and polite manner, directing them to the appropriate department or voicemail as needed.
- Liaise with couriers, delivery services, and transportation companies to coordinate necessary shipments and pickups.
- Manage incoming and outgoing mail and faxes, ensuring they are prepared and sorted in a timely manner.
- Provide administrative support to various departments, including faxing, typing, distributing information, and assisting with other tasks as required.
Formal Education and Experience:
- College Diploma in Office Administration or related field.
- 1 to 2 years experience in administrative role, including reception and customer service duties.
- Basic understanding of individuals with developmental disabilities and experience within the non-profit sector.
- Technologically proficient with the ability to quickly adapt to new programs and databases.
- Intermediate knowledge of Microsoft Office Suite.
Creative Problem Solving, Decision Making and Initiative:
- Thinks “outside the box” to identify new solutions.
- Ability to evaluate alternatives solutions and identifies and acts on the optimum course of action.
- Ability to think ahead and plans for contingencies and effectively prepares and organizes resources and activities.
- Ability to manage multiple priorities successfully.
- Well organized with keen attention to detail.
- Able to prioritize multiple assignments, meet strict deadlines.
Interpersonal Skills, Respect and Conflict Resolution:
- Excellent communication skills, verbal and written.
- Takes personal responsibility for resolving service issue in a timely manner.
- Produces good results when working with others by displaying tact, cooperation, sensitivity and respect for the opinions and situations of others and their culture.
Collaboration and Customer Services:
- Reinforces sharing of expertise between team members and among teams to achieve superior services/results.
- Helpful and encouraging to others to learn new and different parts of their jobs by sharing
knowledge, experience and information.
- Exceptional Customer Service skills.
Hours/Shifts: This role requires working during weekends.
- Friday: 4:00 PM to 9:00 PM
- Saturday and Sunday: 9:00 AM to 9:00 PM
Please note all interested candidate will need to comply to the mandatory Vaccination Policy thereafter (i.e. boosters, as applicable); Reena will comply with the Ontario Human Rights Code (OHRC) and accommodate staff, that for bona fide human rights protected reasons are unable to be vaccinated, based on providing supporting documentation that substantiates this requirement.
Reena is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources.
Reena is a non-profit organization that promotes dignity, individuality, independence, personal growth and community inclusion for people with diverse abilities within a framework of Jewish culture and values.
Reena was established in 1973 by parents of children with developmental disabilities as a practical alternative to institutions. In 1977, Reena began receiving funding from the Ontario Ministry of Community and Social Services and since that time has grown to provide support for hundreds of individuals with developmental disabilities and their families. Reena offers a variety of services including: residential support, respite programs, counselling, therapy and advocacy.
