Join PCPI – ADMINISTRATIVE ASSISTANT – READY, SET, START PROGRAM (RSSP)

ADMINISTRATIVE ASSISTANT – READY, SET, START PROGRAM (RSSP)

 Progress Career Planning Institute (PCPI), is a Career Development organization that supports the development of lifelong learners, job seekers and newcomers with careers, employment, skills development training, settlement and as well businesses with HR Solutions to address skills gap in the labor market.

Through its ready, set, start program Foreign Credentials Recognition (Ready, Set, Start Program) RSSP provides support and help to newcomers throughout their settlement and integration process.  Funded by Employment and Social Development Canada, the RSSP aims to help Newcomers to Canada learn about the Licensure/Certification process for Chartered Accountants and Nurses and to help them through the application process while concurrently preparing them for the Canadian Labour force

REPORTS:                 Project Manager (RSSP)

LOCATION:                Toronto

GENERAL ACCOUNTABILITIES (SECTION 1)

The position will efficiently and accurately answer enquiries on the phone and in person, as well as provide general information in a warm professional manner ensuring customer service satisfaction at all times.  In addition, the position is responsible for providing administrative support to staff ensuring that schedules are managed and data entries are entered in a timely manner. Additionally, the position will assist with collecting statistic on trends and as well, assist with developing PowerPoint presentations and designing brochures as needed. The position will manage the resources in the reception area ensuring they are up-to-date and will also assist with promoting the services of the organization.

SPECIFIC ACCOUNTABILITIES (Section 11)

  1. Providing relief for reception by answering telephone and walk-in queries, accurately and efficiently by adhering to the customer service standards. The standards are defined as a level of quality service that meets or exceeds the expectations of the client according to the stated accountabilities for answering all inquiries.

  2. Booking clients for workshops and entering data into data management systems (IOM & others) by collecting basic information to ensure appropriateness and for statistics.  In addition provide reminder notice to booked clients to ensure attendance.

  3. Assisting with the preparation of file folders and maintaining an adequate supply of forms. Whenever necessary, manage the file distribution process by ensuring that files issued for case management are reflective of available staff, and that files for unavailable (vacation, sick ) staff are removed as per procedure for the aforementioned, in order to reduce clients wait time.

  4. Entering employers and placements data into the project system in a timely manner and in consultation with the employment marketing team.

  5. Assisting with scheduling appointments for the Job Developers. Communicating with employers and responding to their enquiries as needed, in a timely manner, in order to maintain positive relationships.

  6. Make follow-up phone calls to employers receiving financial initiative to submit pay claims as required.

  7. Entering employer information and other data in an error free manner and maintain the databases.

  8. Preparing forms and assisting with PowerPoint presentation as directed in order to ensure efficiency in service delivery.

  9. Identifying and addressing client issues through active listening and responding in a timely manner. As well, identifying organizational issues and concerns and collaborates with team members and management to ensure resolutions.

  10. Assisting with marketing the services to clients and community agencies in order to increase awareness of the organization’s services and increase client-intake.

  11. Assist with developing program templates, processes, etc.

  12. Participating in staff and team meeting as directed.

  13. Fulfilling other duties/tasks as assigned by management.

 

 POSITION QUALIFICATION (SECTION 111)

 

  • Community College diploma in Business Administration and 2 years experience in a community services environment or a related field

  • Knowledge of community and government services

  • Organized and tidy to maintain efficiency in the flow of information and an esthetical pleasing work area

  • Able to work under pressure with competing demands and duties within tight timelines

  • Above average working knowledge of Windows environment including Excel and PowerPoint and ability to provide computer troubleshooting

  • Strong interpersonal skills, cultural sensitivity and awareness as well as political acuity in order to interact with people from diverse background and other stakeholders.

  • Possess exceptional patience, sensitivity and mature judgment including managing confidentiality

  • Well developed communication (written and verbal) creative problem solving skills

  • Team player who is also able to take initiative

 

WORKING CONDITIONS (SECTION V)

Typical office environment, – some repetitive hand movement –data entry, repetitive speech, long sitting

 

HOW TO APPLY:

Please submit a resume and cover letter to shepherd@careerplan.net  by Wednesday, May 5, 2021.

Progress Career Planning Institute is an equal opportunity employer.  We embrace diversity and are committed to creating an inclusive workplace

In accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005, accommodations will be provided through the hiring process provided the candidate makes such requests in advance.

Only qualified candidates will be invited to attend and interview.

A mandatory police check is required for all successful candidates prior to hiring.