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Administration/reception (Programs Support) - Bowmanville, Canada - JHS Durham

JHS Durham

Verified Company

Bowmanville, Canada

1 month ago

Posted by:

Sophia Lee

beBee Recruiter

Description

The
John Howard Society of Durham Region has an exciting opportunity for you.

If you have a passion to support people with resources who require assistance with employment, housing, counselling, literacy, harm reduction and judicial supports, an appreciation for the not-for-profit sector and would like to work for the John Howard Society of Durham Region, we encourage you to apply.

Administration/Reception (Programs Support)

Division:
Administrative Services

Work Status:
Full-Time

Location:
Durham Region (Bowmanville & Oshawa)

About the Role:

The John Howard Society is a multi-service organization. Services at JHS Durham are funded through a variety of federal, provincial, and municipal governments.

This position is responsible for a wide variety of administrative office duties along with service user screening to assess whether further services; internally or externally, in the community are needed.

This includes supporting all agency programs, greeting and screening visitors, answering and referring inbound telephone calls, managing a service user caseload, scheduling appointments, and administrating agency correspondence.

Core programming at JHS Durham includes Employment, Literacy, Harm Reduction, Counselling Groups, Homelessness, Residential and Justice Services.

You'll be working on things like:

Service User Support

Screen all individuals upon entry into the building by verifying their inquiry and subsequently inform them of appropriate services for which they are eligible and establish their referral process to agency programs based on inquiry
Assist users with access to resource area and maintain current resources available
Assist service users with access to Needle Exchange supplies, facilitate exchanges
Maintain a calm, courteous and professional demeanour, managing visitor's behaviour and expectations
Present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
Remain current with other community agencies in Durham Region to provide external referrals where JHS programs are not able to service
Liaises with other JHS staff to ensure coordination between programs and utilizing available resources.
Receiving service users and notifying staff of their arrival, refer service users to appropriate agency services, scheduling appointments where appropriate, and directing incoming calls
Facilitate screening and intake of service users seeking services related to Record Suspension

Administrative Support

Ability to use internet, social media, and other research tools to identify resources and programming tools.
Record and distribute messages for staff members when required
Maintain housing vacancy lists (Bowmanville)
Order and tracking of food orders with Feed the Need
General filing of correspondence and service user file material where needed and required
Utilizing a computer/laptop to produce correspondence, memos, reports, and minutes for programs
Data entry into database systems as required (HIFIS, Dream, NEO and excel based tracking systems etc)
Coordinates procurement activities office, meeting and maintenance supplies
Maintain the cleanliness and appearance of the reception/resource room, assist with other areas of office as needed
Observe and report any security/safety issues
Report ongoing equipment maintenance issues
Maintain monthly performance related statistical reports when required
Learn and utilize new / specialized software as required
Receive payments and provide receipts where appropriate using agency debit system, cash, donor cheques and receipt book systems
Maintain and display information on other agencies and training opportunities
Maintain electronic media resources as required, such as certificates, minutes templates etc,
Maintain accurate and uptodate statistics and documentation as required
Other duties as assigned

Case Management/Documentation

Screen and open files for record suspension service users
Maintain accurate and up to date case notes related to support and services provided to record suspension service users
Copy and maintain sufficient forms for programs files, fax, collect and distribute mail etc, prepare files for programs

Community Referrals

Thorough understanding of all JHS Durham Services and corresponding resources
Work effectively and collaboratively with all JHS inhouse services and programs to ensure coordination between programs and utilization of available resources
Make referrals to community agencies as deemed appropriate
Assist programs with event fundraising administrative tasks
Attend workshops, meetings and seminars as requested
Representing the agency in the community when required
Other related duties as required

If you have the following we want to hear from you