Job Title: Front Desk Assistant
Location: 575 W 10th Avenue, Vancouver, BC V5Z 4C3
Work Model: In-person work model
Salary Band: 1 ($47,000 - $54,000 CAD)
WHY JOIN THE CANADIAN CANCER SOCIETY (CCS)?
The Canadian Cancer Society works tirelessly to save and improve lives. We raise funds to fuel the brightest minds in cancer research. We provide a compassionate support system for all those affected by cancer, across Canada and for all types of cancer. Together with patients, supporters, donors and volunteers, we work to create a healthier future for everyone. Because to take on cancer, it takes all of us. It takes a society.
Help us make a difference.
COME AS YOU ARE
At CCS, we embrace everyone’s uniqueness and recognize the strength that lies in differences. We believe in the power of our collective potential and strive to achieve a more diverse, inclusive, and equitable workplace to empower and create opportunities for all. We welcome and encourage applications from all qualified candidates regardless of their gender, age, religion, race, ethnicity, and nationality. Particularly equity deserving groups, such as members of the BIPOC and 2SLGBTQI+ communities, people living with disabilities, veterans, and anyone who may contribute to the further diversification of the Canadian Cancer Society. Together we unite and inspire all Canadians to change the future of cancer.
JOB OVERVIEW
The position will be a key member of the facilities and lodge teams, supporting front Desk reception and administrative roles and being the first point of contact for lodge clients, visitors, donors, and CCS partners.
The position will support lodge and office building operations and other CCS departments as required with the coordination of events, meeting room bookings for external partners, parking, and other related office/lodge operations
WHAT YOU’LL BE DOING:
1. Accountable for providing and coordinating front desk-related responsibilities:
- Portray a positive first image of the Canadian Cancer Society by answering and transferring calls & receiving visitors, staff, and clients in a timely and professional manner.
- Promptly greets clients/guests when they enter the reception area and inform the appropriate person or department of their arrival.
- Manage sign-in/security procedures at the front desk for visitors and temporary staff
- Answer questions related to the office and the Lodge (hours, services, etc.).
- Provide reception desk coverage.
- Manage the general Front Desk email inbox and forwards to relevant departments or staff.
- Acquire in-depth knowledge of phone and voicemail systems.
- Assist staff in preparing outgoing couriers as required and receive incoming couriers & mail sorting.
- Maintain the key box for signing out CCS Keys, Service Keys and other resources managed by the Facilities Department.
- Manage CCS Shared/Bookable resources required outside the booking software (rooms, event materials, parking, etc.) via Outlook or additional programs andensures items are returned at the end of the booked period in good order.
- Assist Facilities with ensuring that the reception/Atrium area, front desk, staff kitchen and additional areas as required are maintained with professional appearance.
- Manage parking passes for office visitors, vendors and staff.
- Acquire knowledge of CCS programs and services and refer queries to other departments and organizations as needed..
- When applicable, administer COVID-19 protocols for vendors entering the office or lodge (checking vaccination records)
- Maintains an up-to-date Reception Manual.
2. Administrative support duties:
- Act as a member of the Health and Safety Committee.
- Recruit, train, mentor, schedule and coordinate responsibilities for all Front Desk Volunteers to support the lodge and the office.
- Assist Facilities Coordinator and Facilities and Operations Manager with the safe and smooth building operations of the Vancouver lodge and Centre for Cancer Prevention and Supports (CCPS) office spaces.
- Support CCPS partners with inquires for onsite functions and events.
- Accept over-the-counter donations and forwards to the applicable department.
- Support with Lodge outbound communication with clients.
- Support the Lodge Wig and Breast Bank with responding to general email inquiries, wig requests, shipments, and data entry.
- Handle in-house Lodge client questions as needed.
- Reconcile monthly credit card statements with supporting documents (i.e., invoices, approved credit card payment request forms, receipts).
- Supports with coding and processing invoices.
- Place orders for supplies requested by staff with service providers (e.g., stationery, coffee supplies)
- Provide administrative support for individuals and departments as required.
- Assist with event coordination, including helping with set-up and ordering catering.
- Capable of handling and supporting events, large meetings or retreats, or any large group of people events/meetings. Provide guests and visitors know where to go and what to expect.
- Other administrative duties as assigned.
QUALIFICATIONS:
- Post-secondary education, such as acquiring a college diploma, as well as specialized technical/professional training and certification, or equivalent.
- Previous experience as a receptionist or administrative assistant.
- Skilled in the use of various telephone systems.
- Experience in using standard office equipment, such as photocopier, scanner etc.
- Ability to provide or obtain routine information in a pleasant manner.
- Superior communication skills, both verbal and written, with the ability to speak compassionately with bereaved or distressed clients.
- Natural warmth when communicating with the public; positive attitude.
- Ability and willingness to train & support volunteers.
- Strong computer skills and knowledge of MS Office, particularly SharePoint, Outlook, Word, Excel.
- Previous experience of providing training to others (for processes, systems, and phone system training to new staff).
- Ability to sit within a workstation for prolonged periods of time.
- Ability to multi-task and work effectively under pressure. Able to handle frequent interruptions from guests, volunteers, and staff.
- Experience in answering and screening calls. Able to quickly gain knowledge of programs and services offered by the Society and to who calls should be referred to.
- Ability manages time & assigned work in a Front desk environment.
- Ability to report to work regularly and on time.
- Respect’s confidentiality.
- Detailed oriented and organized.
- Working knowledge of printers, copiers, scanners, and fax machines.
- Ability to work autonomously and collaboratively with all teams.
WHAT YOU CAN EXPECT FROM US:
CCS offers meaningful opportunities to help make a difference in the lives of Canadians with cancer, their caregivers, families and communities. We are committed to building and nurturing an inclusive community for our employees by highlighting their unique experiences. We value diverse skills and strongly encourage applications from all qualified candidates. CCS is committed to fostering a culture that is inspiring, supportive and exemplifies our core values:
COURAGEOUS UNITED CARING RIGOROUS
In return for your skills and dedication, we offer an attractive compensation package that encompasses a competitive salary, excellent benefits, which include paid parental leave, paid family sick time and health insurance, and the opportunity to have a rewarding employment experience where your contributions can make a true difference every day.
HOW TO APPLY
Qualified candidates are invited to submit their resume, cover letter and salary expectations by November 21st, 2024.
We thank all candidates for their interests and advise that only those selected for an interview will be contacted.
OTHER INFORMATION
CCS is committed to employment equity and encourages applications from all qualified candidates. In accordance with the local provincial Accessibility Act, accommodation will be provided as requested throughout the recruitment process. We want to make the interview process a great experience for you!
Please note that in keeping with the mandate of CCS to model and promote healthy lifestyles, employees are not permitted to smoke in or about CCS premises or while carrying out CCS business.
As an employer, occupational health and safety legislation requires that we protect our workers from health and safety risks in the workplace. CCS has implemented a mandatory vaccination policy requiring that all staff who work in any of our physical workplaces must be fully vaccinated against COVID-19. All employees will need to attest to their vaccination status through a secure online form or automated applications. Reasonable accommodation and remote working will be discussed on a case-by-case basis.
Privacy Disclosure
We collect your personal information through forms, by phone or in person to evaluate your candidacy for the role(s) you have applied for, to contact you regarding your candidacy, and to generate recruitment-related reports. If selected for a position at CCS, the information provided will be used for the purposes of pre-employment checks and added to your employee file. We may share your personal information with third parties, including recruitment consultants, within or outside your province or territory or outside Canada, to carry out the purposes identified above, or as required by law. We may contact you by mail, email, phone or text. You can exercise your right to access your information or have it corrected, unsubscribe from communications or withdraw your consent by selecting these options within the ADP system, or by contacting privacy@cancer.ca. For more information about our privacy practices, visit cancer.ca/privacy.
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