Community Outreach Operations & Programs Coordinator/Wellness Receptionist

Job Category : Community Impact and Programs

Requisition Number : COMMU001375

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• Posted : May 9, 2024
• Full-Time

Locations

Showing 1 location

Description

This is a combined position of Community Outreach Programs Coordinator and Part Time Wellness Receptionist.

The Wellness Centre Receptionist is often the first point of contact for clients and visitors to the Wellness Centre. The candidate must be able to perform multiple tasks simultaneously while still maintaining a compassionate and professional approach with all clients, visitors and staff. The Wellness Centre Receptionist utilizes a trauma informed approach to support and triage clients accessing the Wellness Centre appropriately. Answering incoming phone calls and inquiries from clients, volunteers and staff is primary to this role as is connecting clients to appropriate resources.

Working under the supervision of Community Outreach Supervisor, the Coordinator will perform a variety of administrative tasks to support the mobile outreach program. The Coordinator will be required to support the development of the mobile outreach team and will take direction from both the Community Outreach Supervisor and the Health and Wellness Manager to work intuitively on the completion of program goals and objectives in a professionally and clinically appropriate manner.

Employment Type: Fixed Term (May to December 2024)
Schedule: Monday to Friday (8:00AM to 4:00PM)
Reporting to: Health and Wellness Manager
City: Calgary
Number of Positions to Fill: 1
RFR #: 714

COMMUNITY OUTREACH OPERATIONS AND PROGRAMS COORDINATOR: DUTIES AND RESPONSIBILITIES:

• Track and report on all Grants / Funding in relation to the mobile outreach team;
• Produce and/or assist in the production of all required internal and external reports;
• Prepare monthly reports, update KPI's, and code monthly credit card statements as required;
• Ensure the tracking of statistics is completed as required within the mobile outreach team;
• Actively participate in the department's strategic planning and development sessions;
• Provide administrative support in regard to onboarding, off boarding, requests for recruitment, and position transfers within departments;
• Coordinate and monitor time off requests for supervisors and managers within programming;
• Develop and maintain effective working relationships between programming departments across all The Mustard Seed sites;
• Work cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives;
• Prepare meeting agendas, records and distribute meeting minutes, and maintain organized files of same;
• Regularly review progress on standard department deliverables and takes appropriate action to ensure timely completion of all department tasks;
• Support the Health and Wellness Manager with budgeting and maintaining records;

Support the government ID program by ensuring documentation is maintained;

Support some individual client care as needed;

• Greet clients and visitors to The Mustard Seed;
• Triage and book appointments for clients with programs as needed;
• Process referrals for all clinical and non-clinical services at the Wellness Centre;
• Ensure computerized appointment system is up-to-date;
• Respond and/or redirect all patient and visitor requests accordingly;
• Perform client intakes and set-up new clients into the computer system;
• Ensure correspondence, reports, results etc. are filed electronically in correct client record;
• Ensure reception and waiting areas are kept neat and tidy;
• Re-stocking of information leaflets as appropriate;
• Answer phone calls in a polite and courteous manner as well as track, log, and transfer phone calls accordingly;
• Greet, oversee and monitor volunteer & guest activities within the Wellness Centre;
• Consistently communicate with the Street Level Team as issues arise;
• Train students, staff, and volunteers on front desk tasks when needed;
• Perform clerical duties;
• Provide crisis intervention as required;
• Track statistics, prepare reports, attend training as required;

MINIMUM QUALIFICATIONS AND SKILLS

• At least 3 years of experience in the field or in a related area;
• Knowledge of office management systems and procedures;
• Excellent time management skills and ability to multi-task and prioritize work;
• Attention to detail and problem-solving skills;
• Excellent written and verbal communication skills;
• Strong organizational and planning skills;
• Strong people and communication skills;
• Exceptional interpersonal skills;
• Proven individual and team management skills;
• Proficient in MS Office and software databases;

WORKING CONDITIONS

• Time in excess of regular working hours may be required occasionally
• This is a combined position, working as the Coordinator 20 hours weekly and the receptionist 20 hours weekly. The schedule of hour division is subject to change and will be determined collaboratively by the Coordinator, the Community Outreach Supervisory, and the Health and Wellness Manager
• Occasional travel to other Mustard Seed sites
• Moderate mental effort required to successfully accomplish the essential job functions such as providing information, resolving discrepancies, responding to highly intense situations etc.
• Moderate physical effort is required to successfully accomplish the essential job functions, such as keyboarding to word process documents, enter data into database etc.

ADDITIONAL REQUIREMENTS

• An Employment Background Check is required for all positions at The Mustard Seed
• As The Mustard Seed is a Christian ministry, we require our employees to agree to respect and not detract from The Mustard Seed's Employment Values during their employment at The Mustard Seed.
• Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer

This position requires the use of a company vehicle. Candidate must have and maintain valid driver's license and will need to consent to a driver's abstract request.

COMPENSATION & BENEFITS

• All The Mustard Seed employees have access to the Employee and Family Assistance Program, which provides support for maintaining a healthy work-life balance, addressing mental health concerns, and focusing on personal development in various areas.

NOTE

• Your privacy is important to us. The information we collect is used solely for consideration for employment.
• We thank all candidates for their interest, however, only those candidates selected for an interview will be contacted. The Mustard Seed reserves the right to amend job advertisements. No phone calls please.
• Please visit our careers page to see more job opportunities.

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