Position Summary:

The incumbent provides administrative support including but not limited to, reception and non-care related support to the designated unit. Assists in maintaining a safe and secure environment for residents, visitors and other staff members.

Main Duties:

Responsibilities of the Receptionist shall include but are not limited to:

Reception Duties

• To operate at the reception desk.
• To answer and forward phone calls to respective persons, departments or offices.
• To monitor front door, goods receiving door, etc. through the security system.
• To answer enquires from residents, visiting families, staff and outsiders.
• To monitor the lobby for safety and security purpose.
• To sort incoming mails, invoices and faxed documents and distribute to the different departments.
• To provide clerical support to management staff and other departments.

Clerical Skills

• To assist updating and providing clerical support to all facility manuals.
• To post notices and memos to all staff on the boards of different locations.
• To translate documents from English to Chinese or vice versa.
• To index files with labels for the Administrator and department heads upon request.
• To photocopy, laminate or binding documents for all departments as required.
• To input data of the fire drill records for compiling quarterly reports.
• To input data of satisfaction surveys and print reports for the Social Services Coordinator.
• To direct visiting families, visitors and meeting participants to the appropriate locations.

Organizational Skills

• To ensure goods at the Receiving Area are properly received and distributed to the designated department.
• To monitor residents going out into the courtyard during office hours on weekdays.
• To monitor the wanderguard lists of residents.
• To monitor the guests occupying the guest room.
• To ensure parking problem is resolved.
• To monitor the signing log books of visitors, contractors, volunteers and visiting families.
• To upkeep the tidiness of the reception and office area.
• To organize and ensure a professional and pleasant environment of the facility.
• To inform Dietary department on the meal orders and distribute meals to staff and volunteers as required.
• To handle payment of resident bills/ donation by cash or cheques at the reception and pass all cash, cheques and documents to the Accounting department /Administration Office.
• To manage and co-ordinate people/ community groups coming for interviews, meetings, seminars, performance or church services.
• To assist fundraising for the Foundation Office and monitor the donation box at the reception counter.
• To sell newspapers for the Activation department in the absence of volunteers.
• To assist other departments in special events of the facility.
• To prepare and send out letters to new clients on waiting list for social services
• To monitor the key box and borrowing of office equipments from the Administration office and educational materials from the Resource Centre.
• To record and issue parking permits (with or without deposits) to staff, visitors and/or volunteers.
• To take over the major and routine duties of the Administrative Assistant on his/her vacation leave if needed.
• To undertake any other duties as assigned by the Administrator and/or the Administrative Assistant.

Communication

• To receive incoming phone calls, answer inquiries, receive and direct visitors;
• To co-ordinate with other departments and outsiders through effective means of communication.

Staff Development

• To participate in the facility-wide quality assurance program.
• To assist the Administrator to co-ordinate and monitor all programs and services.

Qualifications:

• Completed Grade 12 or above;
• Proficiency in both English and Chinese;
• Typing skill with minimum speed 60 w.p.m.;
• Experience in working for elderly/seniors/health care facility;
• Mature and with previous experience in reception/business office procedure; and
• Must possess working knowledge of using computer software to facilitate the general office duties.

Reason of Posting: Replacement

Hourly Rate: $18 per hour

Note: We thank all candidates for their interests. However, only those selected for interviews will be contacted. No phone calls please.

Disclaimer: Mon Sheong Foundation is an equal opportunity employer and is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity or testing, please advise Human Resources if you require accommodation.