Receptionist Coordinator - Jobs in Guelph, ON

Job Description

Position Summary:Wellington-Dufferin-Guelph Public Health is a community-centered agency dedicated to preventing disease, promoting the well-being of individuals, and protecting the health of the residents of Wellington County, Dufferin County and the City of Guelph. Our team works to achieve this each and every day by offering evidence-based health information, programs and services. Our vision is that everyone has the opportunity for health and well-being.Joining our team will involve working with passionate people and performing meaningful work that will support a healthier community for over 290,000 area residents. We believe it’s important to promote health in our own workplace, because in order to be our best, we have to feel our best. At Wellington-Dufferin-Guelph Public Health our goal is to help maintain not only the physical, but the emotional, financial and social health and well-being of our team. Our employees enjoy a competitive compensation package, professional training and development opportunities and a healthy work-life balance.We offer a competitive compensation package including:

• Employer paid benefits, including extended health and dental
• Defined benefit OMERS Pension Plan with 100% employer matching
• Paid sick time, Short-Term Disability Plan and Long-Term Disability Plan
• EFAP wellness program for individuals and family
• Employer paid parking
• 35-hour work week
• We value work-life balance, as such we pride ourselves on our generous vacation allowance and employee time off
• Many opportunities for growth and development, including employer paid courses to obtain

certificationsThe Receptionist/Administration Coordinator provides day-to-day coordination, and support, for the Reception Team. This role assists the manager in vetting requests for support from other departments and determining what is needed then assigning tasks to various reception staff based on workload.A key aspect of the role is coordinating and participating in all receptionist duties so that different programs are supported, and client service is maintained at the highest standard. The individual in this role is required to handle any immediate inquiries that need reception support from staff, while ensuring any client concerns and questions are dealt with in a timely and consistent manner.The role supports the manager with coordinating phone coverage for the organization, while accommodating breaks and absences. The individual will support training receptionists on new systems and protocols. This position will be responsible for recommending procedural changes or IT changes (Input Health, etc.) to improve efficiencies and smoother processes. The Receptionist Coordinator liaises directly with other program managers that may be seeking reception support, which includes regularly connecting with program managers to gather information on scheduling issues.As emergencies may incur in Public Health, this role will function as a subject matter expert in the call centre when urgent requests require quick response and resolution.WEEKLY DUTIES:

• Coordinates staff schedule for manager review and approval in order to ensure adequate coverage
• Coaching and mentoring to ensure staff compliance with established practices and protocols
• Resolving day-to-day operational or administrative problems within clearly defined program guidelines.
• Liaise with other program staff (Client and Community Support, VPD, Clinical Services, etc.) to ensure scheduling issues are implemented and communicated for unplanned vacancies/absences or changing Agency priorities that impact clinic staffing.
• Represents Reception function in different committees (Input Health committee, Clinical Services team meetings, weekly clinic scheduling, Incident Management, Client & Community Support, etc.)
• Monitor appointment scheduling of other receptionists.
• Provide coverage for reception as required based on staffing or organizational needs

MONTHLY DUTIES:

• Assists with the development of written protocols regarding reception procedures that arise to accommodate changes.
• Provides feedback for management approval of new aspects of Reception operations given changing Agency priorities or program issues
• Visiting all offices, support ongoing work of receptionists and provide any reminders or upgrades in procedures while ensuring consistency in reception rules and operations including lobby maintenance throughout that Agency.
• Works with clinical manager and other program managers to receive feedback that will be provided to the manager in order to improve the reception role, recommends ways that the manager can update procedures based on program changes.

Hours of Work:Monday - Friday8:30 am - 4:30 pmPosition Effective:August 22, 2022Requirements:

• Community College, 1 year
• Over 1 to 2 years in job specialty
• 1 to 2 years working in a team environment and/or providing guidance to co-workers
• Team leading /motivational skills.
• Organized and flexible.
• Quick thinking and problem solving skills
• Excellent interpersonal skills.
• IT skills –Input Health, Panorama, Microsoft Office including Word, Excel, Outlook, TEAMS etc.

Note: If successful in the hiring process, it is important to understand that you would be an employee of a health care organization that believes strongly in the importance of vaccination as a necessary public health measure to control the spread of COVID-19. Vaccinations against COVID-19 align with our organizational mission, vision, and values at The Agency, which focus on improving the health and well-being of our community. Employees are required to receive full COVID-19 vaccination, which includes two doses and any future applicable immunizations. Employees who are unable to be immunized due to a valid medical contraindication must have a Statement of Medical Exemption Form completed by their primary care provider.Closing Statement:We thank all applicants, however, only individuals selected for an interview will be contacted.WDG Public Health is an equal opportunity agency. Personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act, and will be used to determine eligibility.WDG Public Health is committed to providing accommodations during the recruitment process for people with disabilities. If you require accommodation(s), please advise Human Resources in advance and we will work with you to meet your needs.Quick Apply

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