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Job Details

Job Number:  56116
Receptionist/Administrative Assistant
Job Posted: Friday, 19 July 2019
Closing Date: Friday, 16 August 2019
(9 days ago)
The Mustard Seed Street Church
Region: Vancouver Island & Coastal areas Type: Full time
Location: Victoria Salary: (not entered)

The Receptionist is a full-time regular position, 37.5 hours/week responsible and accountable to the Office Manager. This position centers around extending Christian hospitality to everyone who appears at the reception area including volunteers, donors, community members and staff. A general working knowledge of standard office procedures including the use of office equipment such as: photo copier, printers, telephone system and proper application and filing of standard office documents. The receptionist will have a good working knowledge of computers including experience in Microsoft Office and working with Data Bases or (Data base experience is useful). The incumbent will excel in keeping calm in a busy environment while verbally communicating with staff, volunteers, donors and clients of The Mustard Seed Street Church.

The Receptionist will have three primary functions;

1)          Keperson for communication in person, on phone and via email

2)           Tracking personsknowing what staff and volunteers are on site at any given time.

3)           Provide administrative and some possible HR support for the staff and church as required.

Duties and Responsibilities:

·        Extending Christian hospitality by ensuring a warm welcoming presence to all who arrive at the Mustard Seed Reception be it in person, by phone or email

·        Managing, scheduling, training and supporting the Reception volunteer team

·        Ensuring Reception assists community members at the window and on the phone, to quickly determine their needs so referral can be made to other staff

·        Responsible for volunteer check in &check out at Reception, recording hours in data base and doing reports on hours as needed i.e. weekly report for volunteer hampers

·        Tracking staff and recording, especially for the purpose of emergencies.

·        Maintaining current staff phone/email list

·        Answer phone calls, identifying and forwarding to appropriate staff member.

·        Checking messages regularly and redirecting calls appropriately

·        Primary person on phone for Emergencies (911 calls)

·        Use a walkie-talkie according to procedures, doing Radio Check each morning by 9am

·        Writing temporary receipts for incoming donors

·        Creating and maintaining Reception Policy and Procedure manual

·        Maintaining Reception quick reference list

·        Keep calendar White Board outside Reception current

·        Primary contact for email, ensuring all incoming email is forwarded appropriately and in timelfashion

·        Support for Lead Pastor and Next Step Pastor

·        Producing Church bulletins & inserts

   o   Admin support for some other functions such as AGM, Church picnic, etc.

   o   Maintaininthe church membership & Baptism list

   o   Creating and Printing Certificates for Membership and for Baptism

·        Admin support for Director of Administration as required and others as time allows

·        Taking minutes for staff meetings

·        Assisting Finance/Development as requested and available (sometimes stuffing envelopes etc.)

·        Other duties as required


·        High School Diploma, Certificate for Office Administration and/or two years of experience in, preferably in the not- for-profit sector in reception or as an admin assistant

·        Software proficiencin Microsoft Office  

·        Experience in database management

·        Experience in working with Donors and Volunteers

Key Competencies

·          Superb interpersonal skills; exceptionaactive listening, intuition and observation skills; the ability to build strong relationships

·          Excellent communication and presentation skills

·          Ability to thrivin fast-paced environment requiring high levels of multi- tasking

·          The ability to work well both independently and as a team player

·          Friendlwith positive outlook

·          Demonstrate sound judgmentflexible, discreeand able to maintain confidential informationknowledge of correct protocol for specific situations

·          Possess strong seof organizational and multi-tasking skills as maneed twork short periods undeintense concentration to meedeadlines with interruptions. Calmness in what is sometimes a chaotic environment


Terms of Employment

·          This position is with The Mustard Seed Street Church and requires a person who has made Christian commitment.

·          Must be willing to sign the staff code of conduct

·          This position reports to Office Manager

·          Direct Reports: none

·          Hours: 37.5 hours per week

·          Must read and agree to follow The Mustard Seed policies which are a living, changing document.

·          The Mustard Seed follows BC Employment Standards Law for Termination

·          Some weekend and evening work may be required

·          Must provide an acceptable criminal record check, including the level of clearance required to work with vulnerable people


How to Apply
Please mention you saw this posting on WorkInNonProfits.ca.
Please send resume and cover letter to through the link provided.
Contact Details
Debbie Reynolds
The Mustard Seed Street Church
625 Queens Ave.
Victoria, BC, V8T 1L9

Tel: 250-953-1575
www:   mustardseedca.bamboohr.com/jobs/view.php?id=32

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