Main Receptionist / Scheduler  (Ref #2022-48)

The Main Receptionist/Scheduler acts as the main switchboard operator for Nodin Mental Health Services providing telephone answering services, det ermining purpose of calls and inquiries, and connecting phone calls to appropriate persons. The Receptionist/Scheduler is the first point of contact for all employees and customer inquiries while also providing a broad range of administrative support. They organize, maintain, and communicate Nodin Mental Health Services staff schedule.

Nodin Mental Health Services is a resource available to First Nations children, youth, adults, and families from 33 remote northern communities served by SLFNHA. Nodin MHS has several services: intake, counsellors travelling to communities, a crisis response program, community-based children’s mental health and addiction workers, on-call, traditional healing, youth school counsellors, an outpatient mental health service based in Sioux Lookout. Nodin MHS also has counsellors who are part of a mobile outreach team with several other partners to help the most vulnerable population in Sioux Lookout.

The Main Receptionist/Scheduler reports directly to the Office Manager.

The salary for this position is $48,657 to a maximum of $59,238/annum.

Who can apply:
Persons of First Nations ancestry will be given preference (OHRC, Part II, Special Employment)

MINIMUM QUALIFICATIONS:

• Minimum level of education is a high school diploma or equivalent
• Minimum of one or two years of experience as a receptionist or clerk in a mental health or medical environment
• Diploma, certificate, or degree program in office administration is an asset
• Having mental health related courses considered an asset
• Highly dependable
• Ability to function successfully under pressure in a fast-paced environment
• Must multitask calmly and effectively and prioritize numerous tasks and requests concurrently
• Adept at completing assignment s independently with minimal supervision
• Time management and organizational skills are crucial
• Must have a positive attitude with a desire to exceed customer service expectations
• Flexible and critical thinking to adjust response to changes, and problem solve
• Strong interpersonal skill s to develop and maintain collaborative working relationships
• Team player with ability to work well independently under minimal supervision
• Must have professional telephone etiquette and ability to manage a high call volume
• Active listening skills to accurately receive, interpret and respond effectively
• Must have excellent keyboarding and word processing skills
• Strong writing skills and oral communication skills
• Must be able to maintain confidentiality
• Demonstrated understanding of and competence in serving culturally diverse populations
• Knowledge of First Nations people, history, culture, health priorities and social issues
• Ability to communicate in one of the First Nations dialects of the Sioux Lookout region is an asset

• The ability to perform the requirements of the position on a regular basis.

ROLES AND RESPONSIBILITIES:

• Answer main switchboard phone system, redirecting calls, triaging, and handling general inquiries with tact and diligence
• To become familiar with Nodin’s services and other SLFNHA departments
• Keep the internal phone list up to date and distribute as changes occur
• Work with the porter to ensure mail is picked up and delivered in a timely fashion. Sort, record and distribute incoming mail
• Perform clerical duties, such as typing, photocopying, faxing, scanning, emailing, proofreading, scheduling, ordering, organizing, etc.
• Produce and maintain employee weekly schedule and communication book
• Daily checks on the signing in of staff on the Communications Book and make the necessary changes
• Utilizes database for staff schedule to prepare, change, and update as needed
• Maintains the staff schedule database and directory with such information as when staff members are available and not available to work
• Reworks the Schedule to accommodate the many changes and update the master schedule
• Ensures the appropriate number of staff are on shift and communicates to Manager any changes required
• Address with the manager to resolve any scheduling conflicts in staff schedule for management, frontline counsellor, and administrative coverage and availability
• Complete various reports, tables, and lists as required
• Keep workstation in a clean and orderly condition, and assist with maintaining a tidy overall work environment
• Responsible for keeping supply and copier rooms neat and stocked
• Greet and direct all suppliers and visitors in a professional and welcoming manner
• Ensure all visitors including employees from other departments and vendors sign in at reception and are received by the appropriate staff member
• Accept deliveries or redirect to the appropriate receiving locations
• Distribution of correspondence via email and completion of memos
• Provide coverage for OMHS Receptionist/Scheduler
• Assist with department and organization events
• Attend admin support meetings
• Explore and present opportunities for projects to strengthen reception service provision
• Assist the Office Manager with office related tasks
• Other duties as assigned by supervisor

SLFNHA currently “Strongly Recommends” COVID-19 immunizations and requests your immunization status to be sent to our staff health department if successful in the recruitment process.