LINC Admininstrative Assistant

Job city: 
Toronto
Job region: 
Greater Toronto Area
Application Deadline: 
Wednesday, January 24, 2018 - 5:00pm
Job terms: 
Full-time

TNO - The Neighbourhood Organization:

TNO - The Neigbourhood Organization (TNO, formerly Thorncliffe Neighbourhood Office) is a community based multicultural, multi-service agency which offers a broad range of programs to serve Thorncliffe Park, Flemingdon and the surrounding communities through strengthening the quality of individual and community life.

TNO provides programs and services which include settlement and language classes for newcomers, employment services, child, youth and family support services that are offered in more than 20 languages. Over the last 30 years, TNO has served thousands of individuals and families.

Program/Project Description:

The LLMA Program provides settlement related services including reception and orientation, language training, referral to community resources, settlement counseling, general information and employment-related services for newcomer clients.

Position Summary:

The LINC Administrative Assistant will provide LINC support and clerical support in the reception area. He/she will maintain and update the database for LINC enrollments, LINC certificate and letters, attendance, and other reporting duties. As the first contact with clients, he/she is expected to provide excellent customer service support in answering all general enquires on phone and in-person, in providing technical support for clients and staffs, and ordering supplies for the program.

Responsibilities

  • Maintaining physical and electronic data in TNO and other databases on an on-going basis for both Learners and CNC clients, such duties include and not limited to:
    • Enrolling new Learners and CNC clients in LINC Program
    • Calling and updating LLMA clients waitlist
    • Updating attendances of LLMA clients
    • Preparing letters and citizenship certificates
    • Distributing TTC Token and maintaining the balance sheet for the Finance Department
    • Preparing monthly petty cash balance sheet
    • Ordering supplies for the program when necessary
  • Providing courteous and professional reception to all TNO clients and visitors, such duties include and not limited to:
    • Greeting clients and answer general enquires
    • Answering and transferring phone calls, photocopying, faxing, providing technical support, etc.
    • Calling Maintenance, if required;
  • Inputs data into appropriate data base as specified by the agency
  • Maintains required program records and submits required weekly and monthly reports and as requested by the management of the agency
  • Ensures that all records are kept confidential and secure
  • Develops individualized outreach plans for each assigned service locations in collaboration with other TNO programs or external service providers
  • Develop outreach promotional materials such as brochures and flyers, etc.
  • Actively participates in program’s community development activities including advocacy, outreach and community engagement and empowerment activities
  • Other duties as assigned

Qualifications:

Education

  • The minimum level of education preferred is Community College diploma in Business Administration or related
  • Successful clearance of criminal record verification is required

Experience

  • 1-2 years’ experience working administrative roles
  • Experience in LINC/ESL administration is an asset
  • Experience working with low-income, multi-racial, multi-lingual newcomer communities
  • Experience working from an integrated anti-oppression, LGBTQ+ positive framework

Other:

  • Good interpersonal, communication skill, organizational and time management skills
  • Besides English, ability to communicate in another language spoken in the target community would be a strong asset
  • Proficiency in the use of computers including word and data processing, designing flyers and presentation; projectors, phones, fax machines, printers and photocopiers and social media
  • Demonstrated ability to problem solve and to provide excellent customer service support
  • Demonstrated ability to work as part of a team and independently
  • Ensures that all records are kept confidential and secure

Working Conditions:

  • Hours of Work:
    This position would be required to work regular hours for 35 hours per week, and flexible between 8.30 AM to 8:00 PM besides evening shifts and weekends as decided by program requirements.
  • This position will be subjected to a layoff without compensation for Winter Break and March Break, and Summer Break
  • Location:
    This position will be located within any of TNO’s service locations based on community and program requirements. The locations (multiple) for this position may be added or moved to new addresses in the future according to the community and program requirements.

How to apply:

To apply for this position candidates are requested to send a copy of their application (cover letter, resume and any other document supporting your candidature) by 5:00 p.m. on Wednesday, January 24, 2018 to:

Human Resources Department
TNO - The Neigbourhood Organization
1 Leaside Park Drive, Unit # 7
Toronto, Ontario, M4H 1R1

E-mail: recruitment@tno-toronto.org

TNO - The Neigbourhood Organization is an equal opportunity employer. Accommodation will be provided in accordance with the Ontario Human Rights Code please contact 416-467-0126.

TNO - The Neigbourhood Organization is committed to employment equity initiatives. We encourage residents of Thorncliffe Park, Flemingdon Park, and surrounding communities and members of ethno-racial, aboriginal, immigrant, francophone, refugee, LGBT and disabled community groups to apply and self-identify.

Thank you to all applicants for their interest but only those selected for further consideration will be contacted.