Deadline Date: November 1, 2021
The Receptionist is responsible for creating a positive first impression to anyone who visits or phones the ONWA office. They will provide a warm, welcoming and supportive experience to all visitors and community members of the ONWA. They are the first point of contact and will serve visitors by greeting and directing them appropriately and will notify ONWA personnel of visitor arrivals, maintain security and telecommunication systems and answer or refer all inquiries to appropriate staff. . The receptionist will perform general office duties, providing organized and proactive administrative support to the Ontario Native Women’s Association.
- Posting Date:
- October 1, 2021
- Thunder Bay
- Start Date:
- Number of positions:
- Days of work:
- Business, Finance and Administration
RESPONSIBILITIES – SPECIFIC:
Perform a wide variety of clerical duties in support of ONWA’s administration. Including but not limited to coordinating and communicating office activities, greeting and screening visitors, answering and referring inbound phone calls. The receptionist administers ONWA’s correspondence.Responds to telephone/email/and in-person inquiries from Community Members, staff and other parties and provide referrals to other Indigenous and non-Indigenous agencies as needed.Refer inquiries to the appropriate person, including staff and board members.Assist Community Members, including but not limited to faxing out going correspondence to service delivery agencies, make copies of necessary information for the Community Members (resumes/identification etc.), draft brief letters for Community Members, and refer Community Members as needed.Assist front line staff with the distribution of Community Member supports, have the Community Members sign all forms before providing any support. Bring forward any issues of concern to the Community Members’ worker, manager and documenting with Community Member contact sheets any necessary case notes as needed.Record and distribute messages to staff.Responsible for end of day procedure ensuring site safety and security.Coordinate food and beverage for visiting groups where/when applicable. This will include setting up area for these groups.Prepare correspondence as needed.Organize, maintain, and coordinate records and files in their proper locations.When requested, compile data for various reports.Coordinate room bookings for the interview room, boardroom and workshop room, where necessary.Present a positive and professional image of ONWA to visitors, Community Members, suppliers, contractors and the general public.Provide information to staff and/or Community Members about special activities.Observe and report any security issues to the Director of Operations.Administer and manage inbound/outbound mail, including priority post, packages, courier services and other correspondence.Work with confidential material and always maintain confidentiality.Maintain the reception and boardroom in a tidy and presentable manner.Other duties as assigned.
RESPONSIBILITIES – ADMINISTRATIVE:
Complete monthly gathering and input of statistics into database.Complete quarterly reports on or before the requested due date.Maintain accurate, up to date program files and input into database.Complete other duties or admin as assigned.Administers the quarterly quality assurance and community member questionnaires and efficiently compiles all results for quarterly reporting.Assists with the annual reporting and coordinates with Program Coordinators for timely completion.
RESPONSIBILITIES – PUBLIC RELATIONS:
To network and promote ONWA and all ONWAs related programs.Adhere to professionalism at all times and maintain good communications.
EXPECTED STANDARDS OF PERFORMANCE:
Adhere to the Policies and Procedures as set by the ONWARepresentation on committees as required for the enhancement and benefits of ONWA’s programs.To network and promote ONWA and all ONWA related programs. Maintain good communication.Maintain professionalism at all times.The completion of functions outlined in the description and the achievement of goals set to a high level.Attendance and conduct at work according to the requirements of the Association’s Personnel Policy.Adherence to the Code of Ethics, and positive relationship building.
Grade 12 and/or office certification/business certificate couple with two (2) years’ experience in an Indigenous community setting combine with strong administrative skills and experienceExcellent phone etiquette skills with excellent relationship building skills and the ability to maintain positive relationships with all internal and external stakeholders.Proactive and able to make decisions that work to resolve and support any and all inquiries.Knowledge of Indigenous support services available within the community.Knowledge and working of Not-For Profit Organizations structure and knowledge of Federal/Provincial laws and obligations.Knowledge of Indigenous Women and their families issuesDemonstrated excellent administrative/coordination duties.Excellent organizational skills; demonstrated self-confidence and an ability to follow through on assigned duties independently within strict deadlines.Excellent written and oral communications.Must be dependable and punctual with strong attendance history, able to follow instructions, respond to management direction and be able to improve performance through management feedback.Capacity to see different perspectives.Highly motivated individual with the ability to work with minimal supervision.Proficient working knowledge of MS Office Software, internet, and general office equipment.The ability to maintain complete confidentiality at all times.Is comfortable working in a fast paced working environment and has the ability to multi taks and prioritize without guidance.Reliable vehicle, appropriate vehicle insurance coverage and valid Ontario “G” class driver’s license is considered an asset.Current, valid vulnerable sector criminal records check. Valid 1st Aid/CPR.A cellular phone and internet access is required within this positionMust be willing and able to work a flexible working from home arrangement if required. This may include a combination of virtual remote work in your home and in office arrangements. This will be based on operational needs and will be determined by the ONWA.Knowledge of and connection to service agencies in the location of service delivery.ONWA is committed and legally obligated (via Ontario Public Health Directives and Regulations) to implement measures to protect its clients, staff and other stakeholders from COVID-19. To comply with its legal obligations, ONWA has implemented a mandatory vaccination policy. Exemptions will be made for those with a valid medical exemption; proof of the exemption will be required.
KEY CORE COMPETENCIES REQUIRED:
Inter-cultural Competency Informed – Understands to incorporate a personal responsibility to increase sensitivity, awareness and implementation of ONWA’s cultural teachings and organizational practices in both professional conduct and work related deliverables.
Indigenous Gender-Based Analysis Informed – Understands to incorporate an intersectional approach to gender, race and discrimination and subsequent intergenerational impacts affecting Indigenous women and their families.
Trauma-Based Practice Informed – Understands to incorporate a trauma-informed approach to recognize and respond to all forms of trauma and the necessity of supporting Indigenous women in a culture of tradition and safety in her healing journey.
She is Wise Leadership Informed – Understands to incorporate the Four Agreements within daily responsibilities and combined with ONWA’s cultural teachings contribute to the empowerment and leadership of Indigenous women within their communities.
To execute duties and responsibilities outlined in this job description.
The Receptionist will be directly accountable to the Human Resources Manager for the proper completion of the functions outlined in the job description.
ONWA is committed and legally obligated (via Ontario Public Health Directives and Regulations) to implement measures to protect its clients, staff and other stakeholders from COVID-19. To comply with its legal obligations, ONWA has implemented a mandatory vaccination policy. Exemptions will be made for those with a valid medical exemption; proof of the exemption will be required
Indigenous Women are particularly encouraged to apply.
We welcome applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.
As Indigenous leaders, ONWA is continuing full operations including hiring, while working from home, as supporting our community members is a priority. ONWA is scheduling all interviews, providing all training, onboarding and orientation for new employees, through the use of virtual tools.
- Closing Date/Apply by:
- November 1, 2021
- How To Apply:
Apply online at https://onwa.bamboohr.com/jobs/view.php?id=169