Volunteer Receptionist

Reports To:

Volunteer Coordinator and Administrative Officer

Summary of Position:

Attend to visitors and deal with inquiries on the phone and face to face. Supply information regarding the organization to clients, community partners and the general public.

Key Duties and Responsibilities:

1. Answer phones and greet people
2. Stamp and date incoming mail, write what program the bills etc. belong to
3. Submit unopened, date stamped bank statements to Financial Controller
4. Make sure the fax machine is stocked with paper
5. Stamp outgoing mail 
6. Create door sign indicating office closures, e.g. statutory holidays, etc.
7. Change voicemail message to advise callers of office closures, e.g. statutory holidays, etc.  Update voicemail message as required, e.g. staff changes, etc.
8. Ensure the following are current:
9. Staff mail box names
10. Staff and Board Lists 
11. Notify Volunteer Coordinator or Administrative Officer of client mail
12. Document mail waiting for pickup (signature required)  located in the photocopy area next to the outgoing mailbox]
13. Sign out keys to outside groups using the Board Room (sign out day of use on form at front end and ensure keys are returned next business day – Sunday groups will pick up keys on Friday)

Services provided may include:

1. Best practice:  stays informed of best practices and provides a quality of service to reflect these practices. Maintain all general systems of reporting and communication to the standards of the Society.
2. Professional Development and/or Career Development: Ongoing training and career development is encouraged and in some cases mandatory.
3. Other duties: Other associated duties may be assigned; as relevant to the position. 

This position requires good organizational skills and the ability to work both independently and as part of a team. Delivery to services should be solution focused and goal specific. 

Qualifications

• high school diploma 
• knowledge of administrative and clerical procedures
• knowledge of computers and relevant software application
• knowledge of customer service principles and practices
• keyboard skills
• ability to work a five-line telephone

Key Competencies

• verbal and written communication skills
• professional personal presentation    
• customer service orientation   
• information management
• organizing and planning
• attention to detail
• initiative
• reliability
• self-care plan

Other Aspects/Skills Decision Making

1. To have empathy and the ability, patience and understanding to build good working relationships with clients who may be initially resistant. 
2. Able to assess situations based on individual client's needs, Society policy e.g. duty to report. 
3. Able to be non-judgmental and committed to supporting people in difficult circumstances. 
4. Resilient, assertive and the ability to stay calm under pressure. 
5. Sense of humour.

Team Skills

The Volunteer Receptionist models healthy conflict resolution and communication skills to clients and co-workers. Good team skills are necessary; has a sense of commitment, the ability to collaborate, is accountable and responsible; has a flexible approach to working hours and to the range of tasks undertaken.

Working Challenges (Occupational Health and Safety) 
There can be exposure to adverse environmental working conditions. These can include verbal, which require safety precautions and a calm perspective in approaching the situation. 

There are guidelines and policy in place to support the employee in the workplace. 

Conditions of Volunteering:

1. Criminal Records Check (RCMP) 
2. Completed volunteer application
3. Signed Oath of Confidentiality
4. Current resume
5. Successful reference checks 
6.  Successful educational verification 
7. Knowledge of Community resources