Client Admin Support Worker (2 Full Time, 1 Part Time)

Job Title: Client Admin Support Worker

Department: Humanitarian Response- Durham Reception Centre

Reports To: Manager, Durham Reception Centre

Hours of Work: Flexibility to work evening and weekend shifts (rotating 8-hour shifts between 7:00 a.m. and 11:00 p.m.)

Location: Kingston Rd, Pickering, ON L1V 3N7

Application Deadline: August 4,

Job purpose

The Client Admin Support Worker will be the first point of contact, responsible for attending to and responding to participant inquiries by phone and in person, as well as assisting partners delivering on-site programming and screening visitors. In this position, you will be required to provide information to participants regarding the CDCDs Durham Reception Centre. The successful incumbent will be required to perform a variety of tasks to support the provision of resettlement services in an effective and efficient manner.

Company Overview Duties and responsibilities

• Using client-centered, anti-oppression, anti-racism, trauma-informed, gender-based analysis plus+ and strength-based approaches, build relationships and establish rapport with existing community partners, vendors, staff and volunteers.
• Maintain confidentiality and privacy protection measures for all community partners, vendors, staff, volunteers and clients
• Promote a high-functioning teamwork environment that is inclusive, harmonious, cooperative, efficient and productive.
• Participate in promoting a positive workplace culture through agency committee membership and departmental activities
• Provide information on CDCD and DRC services, scheduling participant appointments, and keeping accurate intake records.
• Conduct initial screening of walk-in participants and direct them to appropriate staff to complete the intake process.
• Determine and respond to participants needs and provide appropriate support.
• Refer participants internally to appropriate staff to address their inquiries as required
• Reply to emails and draft written correspondence to inquiries made.
• Produce and maintain forms and templates for Centre use as required.
• Perform data entry, participant tracking, database maintenance and overall statistics collection.
• Ensure established service standards and quality of service are maintained.
• Provide coordinated administrative functions for the Centres program staff, and management team and partners.
• Coordinate with DRCs Team Leads to delegate administrative work to volunteers and placement students.
• Update and maintain Outlook calendar schedules and participant appointments for assigned staff.
• Ensure the onsite Durham Reception Centres approved promotional materials and virtual platforms are maintained and updated.
• Comply with and utilize internal processes that support the centralized ordering of office supplies and purchases that are within budget.
• Assist the Manager of the Durham Reception Centre with establishing and maintaining a centralized filing system.
• Coordinate the use of special equipment (e.g. laptops, projectors, etc.).
• Coordinate room bookings for workshops, meetings, etc., ensuring all required equipment and meeting supplies are available.
• Set up meeting and program spaces as required, including arranging furniture and equipment.
• Responsible for minute-taking at meetings as requested by the DRC management team.
• Represent CDCD at outreach events, assisting with event setup and providing information about programs and services
• Take the lead on designated administrative tasks, including but not limited to:
• Monitoring and maintaining IT equipment inventory, booking, and support.
• Managing room booking systems and related logistics.
• Other administrative duties as assigned by the manager or Team Leads.

Qualifications

• Post-secondary education with specialization in Social Services
• Must possess 2-3 years client centered experience in non-profit sector/Employment Resource Centre/Community service environment.
• Demonstrated knowledge of trauma-informed and anti-oppression practice along with hands on experience working with vulnerable immigrant populations
• Comfortable engaging and delivering resettlement services to people from diverse cultural, ethnic, and socio-economic backgrounds.
• Ability to manage calendars, coordinate meetings, prioritize tasks, and handle multiple, overlapping deadlines.
• Strong computer skills, specifically proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) E-mail and Newsletter publication.
• Strong proficiency in the use of virtual platforms such as MS Teams and Zoom
• Ability to take initiative and be a strong self-starter who takes responsibility and is accountable for actions/decisions
• Results oriented, proactive, and resourceful with a quality-standards approach
• Able to create and navigate excel spreadsheets and Access Database
• Good organization skills
• Proficiency in additional languages other than English would be a definite asset.

Additional Requirements

• Must possess a valid Ontario drivers license (Class G), use of a vehicle and insurance with the ability to work in a variety of settings.
• Must provide valid criminal records check prior to commencing employment.
• Will need to be flexible regarding assigned work hours and location.
• This role may include a rotation of schedule; flexibility to work 8 hour shift on rotational basis between 7am and 11:00 pm; timings could include: 7am to 3pm / 3:00pm to 11:00pm
• Must be open to working split shifts based on program and operational needs.
• Be physically able to function effectively in an environment that includes both a normal office and duties being carried out in an external setting.
• Be able to lift up to 20 lbs.

This job posting relates to an open vacancy. The recruitment process does not involve artificial intelligence or automated decision-making. All candidate assessments and hiring decisions are conducted by human reviewers.