POSITION: RECEPTIONIST DEPARTMENT: HEALTH DEPARTMENT
HOURS OF WORK: FULL-TIME, PERMANENT (35 HOURS/WEEK ) REPORTS TO: HEALTH MANAGER
The Receptionist provides reception and administrative support to the department. This position is the initial point of contact and is responsible for greeting and directing public, community members and others in a polite and professional manner.
DUTIES AND RESPONSIBILITIES:
Redirects, collects and manages information appropriately in order to facilitate departmental communication and public service such as departmental meetings, community events;
Coordinates and arranges meetings and events using shared calendar and other means of communication; books and sets up/takes down meeting rooms including the set-up and operation of teleconference equipment (when required);
Maintains and updates network records, TFN health department website information; and electronic and community bulletin boards and newsletters;
Keeps daily records of all services provided to clients on the Mustimuhw Software;
Maintains contact with community members, service professionals and others in the delivery of administrative services;
Receives, screens and responds to daily inquiries by answering incoming calls, handling in person inquires and route such inquires to appropriate staff members and/or resources as required; and receives, responds to/forwards and tracks all incoming documents;
Books fleet vehicles, completes pre and post usage inspections, complete applicable paperwork;
Gathers newsletter submissions and submits to the Health Manager for approval before assembling and distributing the newsletter;
Collects, date stamps, sorts and distributes mail daily; records all mail into mail registry;
Drafts letters, spreadsheets and other documents; photocopying, faxing, and tracking outgoing reports and/or proposals as requested by the Executive Assistant;
Creates and maintains a Nation member contact list (telephone, email, mailing address);
Processes all outgoing and incoming courier packages, filing tracking receipts and signing for verification;
Assists in the preparation and distribution of meeting packages as directed;
Controls, monitors and ensures the security of departmental stationary supplies and equipment, and prepare supply purchase orders for approval by Executive Assistant;
Prepares purchase orders as needed and prepares service invoice requests for submission to the finance department;
Coordinates meetings and community events, including organizing caterers for Health events and meetings as directed by the Executive Assistant;
Assists in the preparation and upkeep of the standard operations manual for reception activities;
Participates in relevant training and workshops identified by the Executive Assistant;
Monitors areas of responsibility for opportunities for improvement and innovation and works proactively to implement these;
Attends departmental meetings and events as required;
Exercises high degree of tact and diplomacy with the TFN Membership and all Nation contacts;
Maintains strict confidentiality and exercises sound judgment and discretion when dealing with sensitive issues;
Presents a professional, positive and helpful attitude at all times;
Promotes a safe work place; ensures that all established safety procedures are followed;
Carries out other duties essential to the position as directed by the Executive Assistant.
Grade 12 graduation (Dogwood or BC Adult Graduation Diploma);
Post-secondary diploma or certificate/training in business or office administration an asset;
Minimum of 1 years’ experience in general office responsibilities and procedures; or
An equivalent combination of education and experience;
Experience creating documents, spreadsheets, memos, messages etc. with Microsoft programs;
Experience maintaining records, filing and correspondence tracking, an asset.
Clean criminal record check required.
The successful applicant must provide proof of having received two doses of a COVID-19 vaccine.
DEADLINE: FRIDAY, JANUARY 28, 2022 (4:00 pm)
PLEASE SUBMIT COVER LETTER (INCLUDING SALARY EXPECTATIONS), AND RESUME USING ONE OF THE METHODS BELOW: