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About the Role

Reporting to the Operations Manager, the Program Assistant is the first point of contact for clients, suppliers, and visitors. This role maintains a professional office environment and ensures administrative processes function smoothly.

Responsibilities

• Greet, welcome, and direct visitors and callers professionally and courteously, informing staff of their arrival.
• Prepare and explain information packages, including client information forms, service agreements, and program-specific documentation.
• Answer telephone inquiries.
• Collect, update, and input client information, consent forms, evaluation materials, and correspondence into electronic databases.
• Collect, reconcile, and submit fees from clients and issue receipts.
• Stay informed about local community resources relevant to programming and develop systems to share this information with staff.
• Participate in quality improvement activities, including updating and maintaining information.
• Ensure efficient office operations and report problems or suggestions to management.
• Perform other duties consistent with the role as required.

Requirements

• One to two years of community college education or equivalent combination of education and experience in a relevant field.
• One to three years of experience in reception and administrative functions.
• Demonstrated exceptional customer service skills.
• Ability to respond sensitively and professionally to client needs, including those in crisis, and maintain confidentiality.
• Excellent verbal and written communication skills.
• Excellent computer skills, including Microsoft Word, Excel, PowerPoint, and Access.
• Demonstrated experience working with diverse populations.
• Experience with crisis de-escalation.
• Knowledge of community resources in the City of Toronto.
• Initiative and ability to manage competing demands and set priorities.
• Ability to work accurately with strong attention to detail in an environment with potential interruptions.
• Tact, diplomacy, and flexibility in dealing with people in various roles.
• Ability to work in and contribute to an environment that respects human rights, dignity, and worth.
• Satisfactory up-to-date Criminal Reference Check and Vulnerable Sector Check.

Skills

• Customer service
• Communication (verbal and written)
• Computer proficiency (Microsoft Word, Excel, PowerPoint, Access)
• Working with diverse populations
• Crisis de-escalation
• Knowledge of community resources
• Attention to detail
• Tact
• Diplomacy
• Flexibility

Location

• 355 Church Street, Toronto ON

Work Type

• Permanent, Full time
• Temporary Full time, 1-year contract
• In-office

Experience Level

• 1-2 years community college or equivalent experience
• 1-3 years reception and administrative experience

Education Level

• Community college

Salary/Compensations

• $45,521– $56,000 per annum Grade 5 BU, pro-rated to hours worked

About the Company

• Family Service Toronto (FST) helps people face life challenges, working with individuals and families destabilized by precarious mental health and/or socioeconomic circumstances to achieve greater resilience and stability.
• FST achieves its mission through direct service work (intervention and prevention including counselling, peer support, education), knowledge building, and system-level work (social action, advocacy, community building, sector strengthening).
• FST is proud of its people and culture, constantly evolving its work and methods.
• FST's work is grounded in client and community lived experience.
• FST celebrates diversity, equity, inclusion, and excellence, and is agile, learning, and willing to try new things.

Equal Opportunity

• Our goal is to attract, develop, and retain highly talented individuals from diverse backgrounds allowing us to benefit from a wide variety of experiences and perspectives.
• We actively encourage applicants from all equity seeking groups. First Nations, Inuit, Métis, Black and People of Colour, people with disabilities, people of diverse gender expression, and people with lived experience of poverty are encouraged to apply.
• In accordance with Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and FST’s Equity and Inclusion policy, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.
• Family Service Toronto does not use artificial intelligence (AI) or automated tools to screen, assess, or select applicants during the recruitment process.