Administrative Assistant Jobs Vacancy in Family Service Toronto Toronto
Family Service Toronto Toronto urgently required following position for Administrative Assistant. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.
Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.
Administrative Assistant Jobs Vacancy in Family Service Toronto Toronto Jobs Details:
Program: Building Inclusive Communities
Location: 128A Sterling Road
Contract: Permanent, full time - 35 hours per week
Hours: 9:00am-5:00pm Monday through Friday
Salary: $40,817 - $50,214 BU Grade 5
Application Deadline: November 22, 2018; 5.00pm
File Number: BIC #35-18 with cover letter and resume
Mail: HR, Family Service Toronto, 355 Church Street, Toronto, ON M5B 0B2
Family Service Toronto (FST) helps people face a wide variety of life challenges. For over 100
years, we have worked with individuals and families destabilized by precarious mental health
and/or socioeconomic circumstances, to achieve greater resilience and stability in more just and
supportive communities. We achieve this through our direct service work of intervention and
prevention which includes counselling, peer support and education; knowledge building; and
system-level work including social action, advocacy, community building and working with
partners to strengthen the sector.
The Administrative Assistant is the first point of contact for all clients, suppliers and visitors when
they contact Family Service Toronto, either by phone or in person. This role will ensure that office
administrative processes function smoothly. In applying, please clearly identify how you meet the
specific qualifications outlined below.
We are committed to developing a diverse service team that reflects the diversity of the population
who live and work in the City of Toronto.
In applying, please clearly identify how you meet the specific qualifications outlined.
• Responsible for greeting, welcoming and directing all visitors and callers in a professional,
respectful, effective, courteous manner and informing staff of their arrival.
• Prepares information packages in advance (e.g., client information forms, service
agreements, evaluation documents, program specific documentation requirements), hands
out to clients and explains documents. •
Answers telephone, using a bilingual French/English greeting, and responds to inquiries.
• checks, routes and responds to messages in the general delivery mailbox as soon as
possible, after messages are left. •
Collects, updates and inputs information (e.g. client information; consent forms;
evaluation materials; surveys; scanning and attaching correspondence, reports, group
attendance etc.) into applicable electronic client databases, according to required
timelines required by the program and/or funder •
Collecting/reconciling and submitting fees from individual clients/group program participants
and issue receipts •
Schedules Options duty day and team meeting rotation and posts on the board.
• Entering information into FST’s data systems. Receives and scans invoices to eForm.
• Works with relevant manager(s) to orient and update staff, students and volunteers to
relevant administrative protocols of the site (how to use the security system, how to notify
support staff of absences or changes to schedules; location of office supplies, mail slot, file
Orders and maintains office supplies (including TTC tokens, taxi chits, paper and toner) and
office equipment with the support of the Senior Administrative Assistant. •
Ensures that adequate kitchen supplies are on hand for meetings and training sessions.
• Ensures the first aid boxes are maintained.
• Keeps abreast of developments in local community resources as they relate to site-specific
programming. Develops and maintains systems to share this information with site staff.
• Informs IT department staff when server, printers, phone system or any other electronic
system is down and follows instructions to restore service.
• Acts as a liaison with various service providers (e.g. property management, security company,
internal FST supports) regarding issues identified within the suite.
• Participates in quality improvement activities as relevant.
• Ensures office is working efficiently and reports problems/suggestions to manager.
• Community college diploma and/or equivalent combination of education and experience in
the field of administration, social services, psychology over a minimum three-year period.
Foreign credentials and relevant experience will be considered. •
One to three years reception/administrative experience.
• Demonstrated skill and experience in dealing respectfully and competently with a diversity
of community members, in a customer services role.
• Knowledge of a trauma informed framework for interacting with clients and others. •
Proven ability to sensitively and professionally respond to the needs of clients who are
first time callers, calling in crisis, repeat callers, callers who speak little or no English, and
people with disabilities (non-verbal, blind, deaf/hard of hearing and intellectual
Knowledge of community resources and supports in the City of Toronto.
• Good listening, verbal and written communication skills Strong keyboarding and computer
skills, particularly with Microsoft Office (Word, Excel, PowerPoint), and CRM.
• Experience working with an electronic database.
• Proven ability to manage competing demands and prioritize work within the context of
multiple requests for time and assistance with many potential interruptions.
• Excellent organizational, coordination and time-management skills. •
Demonstrated ability to take initiative, work in and contribute to an environment which
respects the human rights, dignity and worth of all individuals. •
Demonstrated experience working effectively as part of a team and ability to work
Demonstrated commitment to principles of cultural competency, social justice, anti-
oppression, equity and inclusion. •
Experience in working with students and/or volunteers.
Satisfactory up-to-date Criminal Reference Check and Vulnerable Sector Check.
In accordance with Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act,
2005, and FST’s Equity and Inclusion policy, accommodation will be provided in all parts of the hiring
process. Applicants need to make their needs known in advance.
We thank all applicants and will only contact the individuals selected for an interview.
No phone calls please.