Receptionist & Administrative Assistant

Position:   Receptionist / Administrative Assistant

The Hospice of Windsor and Essex County

Founded to provide compassionate, clinical, end-of-life care, The Hospice of Windsor and Essex County has been caring for our community since Our Hospice believes in equitable access to care for all. We provide specialized wrap-around services to adults, children, and their caregivers, in the setting of their choice – whether it be in our Residences or in their home.

With only partial government funding, it has been through the generous support of our volunteers and our community that we have continued to provide memorable care, meeting the physical, emotional, and spiritual needs of patients and their loved ones.

JOIN OUR TEAM:

This role will appeal to a dynamic and experienced professional who values hospice palliative care and who is eager to support a growing organization and an energetic team. Reporting to the Director of Psychosocial and Support Services, you will collaborate with all team members working in our organization towards the achievement of identified Hospice strategic goals.

The Receptionist and Administrative Assistant may be the first person that someone will meet when entering the Administration building.  It is essential that they demonstrate the mission, vision and values of Hospice.

The receptionist is responsible for ensuring the prompt and efficient response to incoming telephone calls. This person will also welcome visitors to the agency upon their arrival and aid them as required, ensuring they are made comfortable if a wait is necessary.

The adherence to all policies, procedures and protocols within the reception area is essential to ensure that all calls and visitors are redirected to the correct individual or department.  These protocols are important in ensuring the high standards of both the respect for and privacy of our patients, caregivers, donors, staff and volunteers.

In addition to answering the phone and assisting visitors, the receptionist is responsible for receiving and processing incoming and outgoing mail, ordering supplies as requested; ensuring that faxes are distributed. They will assist with administrative functions for other departments.  This position will support the security processes at Hospice ensuring doors are opened in the morning, locked in the evening at 5PM or as required based on operational needs.

Primary Duties and Responsibilities
:

This position will adhere to protocols, policies and procedures essential to

• Answer/forward telephone calls received for staff, departments and the Hospice Residences

• Greet all visitors into the agency and provide directions as appropriate, making them comfortable if there is a wait.

• Maintain up-to-date information, internal phone extensions, and phone number listings for community agencies; referring telephone calls as appropriate internally or providing information related to community agencies.

• Responsible for incoming faxes, delivering to the proper person.

• Process mail daily, both incoming and outgoing according to standard operating procedures; ensure adequate postage in meter for business purposes.

• Process requests for courier services (e.g. FedEx, Purolator etc.)

• Receive and sign for shipments as appropriate, direct to drop off location or contact staff to pick up items.

• Order office supplies, linens etc., review with Director of Finance and HR as appropriate

• Support departments with administrative functions as able.

• Other duties as assigned.

• Be knowledgeable about Hospice services and contacts for each area.

• Ensure confidentiality of information, faxes and conversations, redirecting visitors to other areas as appropriate.

Key Relationships & Interactions:

• Leadership Team

• HRH Managers

• PMP Manager

• Medical Director and Physician team

Accountabilities:

• Accountable to the Director of Psychosocial, and Support Services.

• Accountable to the Executive Director, when deemed appropriate.

Requirements:

Technical:

• Exceptional knowledge and skill of telephone protocol

• Excellent oral and written communication skills

• Excellent organizational skills

• Strong computer skills required: Microsoft Office Software (Word, Excel, Email, PowerPoint)

• Flexibility and strong ability to adapt to demanding situations.

• Ability to maintain high ethical standards in handling confidential information

• Self-driven and ability to work autonomously; ability to prioritize tasks appropriately.

• Ability to learn new systems.

Experience

• Experience working with the public.

• Experience working in a non-profit organization.

• Experience in the reception function

Education

• Secondary School Diploma/Business school

• 2 years of experience preferred.

• This is a designated position under the French Language Services Act and in accordance with the Hospice French Language Services Plan, where bilingual English/French is encouraged.

The Hospice of Windsor and Essex County Inc.  is an equal opportunity employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by Hospice throughout the recruitment, selection, and/or assessment process to applicants with disabilities.

Hourly pay: $20.00 hour - $23.50 Part-time

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned to meet the ongoing needs of the organization.