CharityVillage

Atwell Centre, Pregnancy Options Support (Atwell) is a Christian community health agency located in downtown Hamilton and Oakville. We provide education and caring support and give practical assistance to women and men as they face important decisions about their unplanned pregnancies and sexual integrity. Our services consist of pregnancy options counselling, post-abortion support workshops, post-adoption grief counselling, male mentoring, a clothing room for maternity and children's clothing, and a community educational program, S.H.A.R.E. Atwell offers an environment where people make a difference in the lives of women, men, families, and students in our community.

Position Overview

Reporting to the Executive Director, the Centre Administrator will support the centre operations and handle organizational and administrative support tasks. This may include, but not be limited to, managing the front desk, scheduling appointments, data entry and organization, office administration, receiving clients and supporting the clinic, coordinating volunteers, and calling clients, community partners, and donors.

We are looking for a sincere, caring, friendly and hardworking individual to join our amazing team. This position is ideally suited for someone with strong administrative and customer service experience. If you are self-motivated and energetic, we want to hear from you!

Other Details

Full-time:  37.5 hours a week
Hours of Operation:  Monday to Friday from 8:30 to 4:30 PM
Start Date:  October 21, 2024
Salary:  $21/hr

QUALIFICATIONS

• Expresses full agreement with the centre’s Purpose, Mission and Vision Statements, the Sanctity of Human Life Statement, the Statement of Faith and Core Values.
• Expresses full agreement with the Clinic’s Code of Ethics and Professional Conduct and Lifestyle Standards Policy.
• 2-3 years of administrative experience is preferred.
• Customer service orientation.
• Strong communication and organizational skills.
• Ability to work independently and as part of a team.
• Ability to organize and prioritize work and set deadlines.
• Show initiative in identifying and addressing needs in the centre.
• Experience in the use of CRM software is preferred.
• Proficiency in computer use, advanced knowledge and use of databases, internet and email fundamentals using Outlook/Exchange, Microsoft Word, Excel, Publisher, and PowerPoint.
• A valid driver's license.

RESPONSIBILITIES

Daily Operations

• Perform general centre administration duties:
  • Open centre
  • Organize and maintain centre common areas
  • Coordinate engagement and activities of volunteers and students
  • Inventory office supplies and placing orders
  • Organizing staff meetings and events
  • General administrative duties as required
• Front desk responsibilities:
  • Greeting clients
  • Booking appointments
  • Completing client intake forms/labels
  • Answering phone calls
  • Maintaining call log
  • Managing email accounts and responding to client emails
  • Sending appointment reminder texts  
  • Assisting nurses with documentation uploading
  • Administer client exit surveys via Google survey
  • Monitor and respond to any incoming centre communications
  • Handle all incoming and outgoing mail.

Client Services Support

• Baby boutique appointments:
  • Assemble baby baskets for new parents and coordinate pick up
  • Maintain the inventory of Baby Boutique, Baby Baskets and general administration of the service
• Medical (STI & Pregnancy Options):
  • Prepare STI Forms and Labels 
  • Book follow-up appointments
  • Provide backup (when necessary) to front-line service staff working with clients

Donor and Church Engagement Support

• Assist with engagement events, including annual fundraising events and gala
• Assist with special projects
• Assist in preparation of donor engagement materials and meetings
• Calling churches and donors

Note: This job description is intended to convey information essential to understanding the scope of the position. It should not be interpreted as an exhaustive list of responsibilities, qualifications, or requirements. The organization reserves the right to modify or revise the job description as needed.