EMPLOYMENT PACKAGE

The following employment package contains information to apply for the position of

Receptionist, Full-Time, 35 hours per week, 1 year contract, with possibility of extension.

The package contains (for your information): 1. Job Posting

2. Job Description

3. Employment Application

4. Scenario Questions

5. Job Applicant Screening Form

Requirements for Submission:

1. Applicant’s Resume & Cover Letter

2. Completion of Employment Application

3. Completion of Scenario Questions (3)

4. Completion of Job Applicant Screening Form

POSTING: Receptionist, Full-time-Time, 35 hours per week, 1 year contract, with possibility of extension:

RESPONSIBILITY: Reporting to the Manager of Clinical Services, the Receptionist is responsible for greeting all individuals presenting to the agency, creating a welcoming and supportive environment in line with our culture, and directing individuals to the appropriate service. The Receptionist will also provide administrative support to Agency programs.

• QUALIFICATIONS:• Requirements: Diploma or Degree related to office administration.• Language requirements: Fluency in English is essential. Advanced conversational

French is essential.

• Professional designation/certification: No registration, professional designation orcertification required.

• Minimum of 1 year experience in a related administrative position.

• Proficiency with Microsoft Office Suite required. Advanced proficiency in MicrosoftExcel preferred.

SALARY RANGE: $17.06 - $19.83 per hour

UNION MEMERSHIP: This position is included within the collective bargaining unit, (Ontario Public Service Employees Union, Local 666).

LOCATION: Canadian Mental Health Association – Sudbury Manitoulin, 111 Elm Street, Suite 100

TO APPLY: Please complete the employment package available online at https://sm.cmha.ca/get-involved/careers/ and submit to the attention of Human Resources. By email: recruitment@cmha-sm.on.ca By Fax: 705-675-7247

DEADLINE: The deadline to apply is Friday August 14, 2020 by 12:00PM.

INTERVIEW DATE: To be determined

Canadian Mental Health Association-Sudbury/Manitoulin (CMHA-S/M) offers competitive benefitsincluding vacation, extended health and dental benefits, and a pension plan through HOOPP.

CMHA-S/M is an equal opportunity employer. CMHA-S/M follows AODA legislation and supportspersons with disabilities with accommodations. Please notify us if you have any accessibilityrequirements.

CMHA-S/M is a unionized work environment through the Ontario Public Service Employees Union(OPSEU).

Personal information submitted will be used for the purpose of determining suitability for this/thesepositions only.

All applicants are thanked for their interest; however, only those selected for an interview will becontacted.

AVIS D`EMPLOI: Réceptionniste, à temps plein, contrat d'un an, avec possibilité d’extension: 35 heures/semaine

RESPONSABILITÉS: Relevant du gestionnaire des Services cliniques, la réceptionniste a la responsabilité d’accueillir les individus qui se présente à l'organisme, de créer un environnement favorable, conformément à notre culture et de diriger les personnes vers le service approprié. La réceptionniste apportera aussi un soutien administratif pour les programmes de l’agence.

QUALIFICATIONS:

Exigences en matière d’étude : Posséder un diplôme en administration

Exigences linguistiques: La maîtrise de l’anglais est essentielle. Des aptitudesavancées à la conversation en français sont essentielles

Désignation professionnelle/Accréditation : Aucune inscription, ni désignationprofessionnelle, ni accréditation n’est requise.

Posséder au moins un (1) an d’expérience dans un poste administratif de naturesemblable.

Bien connaître la suite Microsoft Office et, de préférence, bien maîtriser MicrosoftExcel.

ECHELLE SALARIALE: $17.06 - $19.83 par heure

ADHÉSION SYNDICALE: Ce poste est inclus dans l’unité de négociation collective (Syndicat des employées et employés de la fonction publique de l’Ontario, section locale 666).

LIEU : Association canadienne pour la santé mentale – Sudbury/Manitoulin, 111, rue Elm, local 100

POUR POSER VOTRE CANDIDATURE: Veuillez remplir la trousse de candidature

disponible à http://sm.cmha.ca/get-involved/careers/ et la faire parvenir aux Ressources

humaines.

Par courriel : recruitment@cmha-sm.on.ca

Par télécopieur : 705-675-7247

DATE LIMITE : Nous accepterons les candidatures jusqu’à midi le vendredi 14 août 2020.

DATE DES ENTREVUES : à confirmer

L’Association canadienne pour la santé mentale – Sudbury/Manitoulin (ACSM – S/M) offre des

avantages sociaux concurrentiels, y compris des congés annuels, une assurance-maladie

complémentaire, une assurance-soins dentaires et un régime de pension par l’entremise du

Healthcare of Ontario Pension Plan (HOOPP).

L’ACSM – S/M est un employeur souscrivant au principe de l’égalité d’accès à l’emploi. Elle respecte

la Loi sur l’accessibilité pour les personnes handicapées de l’Ontario et appuie les personnes

handicapées avec des mesures d’adaptation. Veuillez nous indiquer si vous avez des exigences en

matière d’accessibilité.

L’ACSM – S/M est un milieu de travail syndiqué par l’entremise du Syndicat des employées et

employés de la fonction publique de l’Ontario (SEFPO).

Les renseignements personnels soumis ne serviront qu’à établir votre admissibilité à ce poste.

Nous remercions tous les candidats pour leur intérêt. Toutefois, nous ne communiquerons qu’avec

les personnes convoquées à une entrevue.

RECEPTIONIST

INCUMBENT: 0.5 FTE REPORTS TO: Manager, Clinical Services

PROGRAM: Administration APPROVED BY: Director of Operations

DATE APPROVED/REVISED: January 2020 HOURS: 35 hours/week

POSITION SUMMARY

Reporting to the Manager of Clinical Services, the Receptionist is responsible for greeting all individuals presenting to the agency, creating a welcoming and supportive environment in line with our culture, and directing individuals to the appropriate service. The Receptionist will also support the agency in various clerical/administrative duties wherever possible but in such a way that does not interfere with the above principal responsibility.

ESSENTIAL JOB RESPONSIBILITIES:

Receptionist/ Front desko Answer telephone calls, relay information or transfer calls to appropriate individuals.

Check regularly for received faxes, and direct them to appropriate staff; send faxes asrequired.

o Maintain all front area opening and closing procedures.o Greet visitors, answer questions and/or direct them to appropriate individuals or

services. Maintain a clean, welcoming and supportive environment in thereception/waiting area. Ensure that all visitors sign in/out.

o Assist with meeting room and equipment bookings.o Maintain awareness of community resources and provides information to the public.o Ensure front desk coverage and scheduling.o Provide orientation to front desk/reception for new staff, students and volunteers.o Inventory coffee supplies and office supply cabinet for agency; request supplies be

ordered by Administrative Assistant and put away supplies.o Explain intake procedures, in person and on the phone, to individuals and service

providers wishing to access services.o Photocopy and scan documents for individuals and staff as required, including the

Housing List and ensure copies are available in the waiting room.o Ensure schedule of upcoming workshops, groups, meetings and room bookings in order

to properly direct visitors and participants to appropriate room or facilitator.o Receive mail; open, date stamp and direct to appropriate staff.o Receive “Call in Sick” messages and send out daily mail regarding same.o Maintain, update and post of Disruption of Service Notices.

Othero Input data as required.o Provide support to maintaining the client file room and filing system.o Maintain agency poster boards, adding new and removing expired posters.o Assist with fundraising (selling of tickets) as needed.o Assist with rent collections and receipts as needed.o Ensure daily posting of agency mail.o Maintain the information email (info@), directing inquiries to appropriate staff.o Provide support to various staff members as required, in such a way that does not

interfere with the principal responsibility of the position

QualityMaintain quality-assurance activities by reviewing and evaluating support activities

Qualificationso Education requirements: Diploma or Degree related to office administrationo Language requirements: Fluency in English and French is essential.o Minimum of 1 year experience in a related administrative position.o Proficiency with Microsoft Office Suite required. Advanced proficiency with Microsoft,

Excel preferred.

JOB SPECIFIC COMPETENCIES:

The following competencies are required for this position:

Planning,

Organizing and

Coordinating

Efficiently uses time and completes tasks/projects on time through the routine

planning of own work and organization of resources. Develop plans considering the

agency’s objectives, responsibilities, timelines and resources. Keeps appropriate

people informed of task/projects.

Teamwork and

Collaboration

Participates willingly and supports team decisions. As a member of a team, keeps

other team members informed and up to date on group progress, individual actions

or influencing events, shares all relevant or useful information.

Integrity Upholds clear ethical standards that are broadly respected within the agency and

with outside partners. Holds self-accountable for professional behaviour. Is able to

make thoughtful judgements and reasoned decisions when ethical standards are in

conflict.

Client Service

Orientation

Follows through on client inquiries, requests and complaints and is responsive to

public interests and concerns.

Listening,

Understanding

and Responding

Demonstrates openness and receptivity to new information. Is willing to listen when

approached by others. Picks up on non-verbal cues to others’ feelings and emotions.

Is aware of own feelings, reactions and messages.

Functional Skills Ability to provide strong support and leadership skills, excellent multi-tasking and

time management skills, exceptional communication and quality improvement skills.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related

duties as assigned to meet the ongoing needs of the organization

Succursale de Sudbury /Manitoulin Branch 111, rue Elm Street, Suite/local 100 Sudbury, ON P3C 1T3 Tel./tél.: 705-675-7252

Fax/téléc.: 705-675-7247

CMHA Sudbury/Manitoulin Employment Application

Page 1

EMPLOYMENT APPLICATION

Position being applied for Date available to begin work

PERSONAL DATA

Last name Given name(s)

Address: Street Apt. No. Home Telephone Number

Province Postal Code Bus. Telephone Number

Languages spoken

Yes No

Yes No

City

Email Address

Languages written

Are you legally eligible to work in Canada?

Are you willing to relocate in Ontario?

Preferred Location:

To determine your qualifications for employment, please provide below and on the reverse, information related to your academic and other achievements including volunteer work, as well as employment history. Additional information may be attached on a separate sheet.

EDUCATION

SECONDARY SCHOOL BUSINESS OR TRADE SCHOOL

Highest grade or level completed Name of program Length of program

License, certificate or diploma awarded? Yes No

Type

COMMUNITY COLLEGE: Diploma / Degree awarded: Yes No Honours

Name of Program

UNIVERSITY: Diploma / Degree awarded: No Honours

Name of Program Major Subject

Other courses, workshops, seminars

Major SubjectYes

Length ofProgram

Length ofProgram

1 Year2 Years

2+ Years

3 Years4 Years

4+ Years

Succursale de Sudbury /Manitoulin Branch 111, rue Elm Street, Suite/local 100 Sudbury, ON P3C 1T3 Tel./tél.: 705-675-7252

Fax/téléc.: 705-675-7247

CMHA Sudbury/Manitoulin Employment Application

Page 2

EMPLOYMENT APPLICATION

WORK RELATED SKILLS

Describe any of your work related skills, experience, or training that relate to the position being applied for.

EMPLOYMENT HISTORY

Job Title(s)

Name of present / last employer Name of Supervisor

Address of employer Phone

Type of Business

Functions / Responsibilities

Period of employment (includes leaves of absence related to maternity / parental leave, Worker’s Compensation claims, disability, or human rights complaints)

From To

Reason for leaving (do not include leaves of absence related to maternity / parental leave, Worker’s Compensation claims, disability, or human rights complaints)

Job Title(s)

Name of previous employer Name of Supervisor

Address of employer Phone

Type of Business

Functions / Responsibilities

Period of employment (includes leaves of absence related to maternity / parental leave, Worker’s Compensation claims, disability, or human rights complaints)

From To

Succursale de Sudbury /Manitoulin Branch 111, rue Elm Street, Suite/local 100 Sudbury, ON P3C 1T3 Tel./tél.: 705-675-7252

Fax/téléc.: 705-675-7247

CMHA Sudbury/Manitoulin Employment Application

Page 3

EMPLOYMENT APPLICATION

Reason for leaving (do not include leaves of absence related to maternity / parental leave, Worker’s Compensation claims, disability, or human rights complaints)

Job Title(s)

Name of present / last employer Name of Supervisor

Address of employer Phone

Type of Business

Functions / Responsibilities

Period of employment (includes leaves of absence related to maternity / parental leave, Worker’s Compensation claims, disability, or human rights complaints)

From To

Reason for leaving (do not include leaves of absence related to maternity / parental leave, Worker’s Compensation claims, disability, or human rights complaints)

REFERENCES

For employment references may we approach:

Your present / last employer? Yes No

Your former employer(s)? Yes No

List references if different than above.

1.

2. 3.

I hereby declare that the foregoing information is true and complete to my knowledge. I understand that a false statement may disqualify me from employment, or cause my dismissal.

Signature Date

Succursale de Sudbury /Manitoulin Branch 111, rue Elm Street, Suite/local 100 Sudbury, ON P3C 1T3 Tel./tél.: 705-675-7252 Fax/téléc.: 705-675-7247

CMHA Sudbury/Manitoulin Scenario Questions

Page 1

Please use this page if you have any information that you could not fit into the form above.

Succursale de Sudbury /Manitoulin Branch 111, rue Elm Street, Suite/local 100 Sudbury, ON P3C 1T3 Tel./tél.: 705-675-7252 Fax/téléc.: 705-675-7247

CMHA Sudbury/Manitoulin Scenario Questions

Page 1

SCENARIO QUESTIONS

POSITION: RECEPTIONIST

Please answer the following questions:

1. All positions in the agency are important as they all contribute to the achievement of theagency’s mission and vision. Please describe how you feel the position of Receptionist fitswithin the organization and the importance of the role to support the organization’s culture.

Succursale de Sudbury /Manitoulin Branch 111, rue Elm Street, Suite/local 100 Sudbury, ON P3C 1T3 Tel./tél.: 705-675-7252 Fax/téléc.: 705-675-7247

CMHA Sudbury/Manitoulin Scenario Questions

Page 2

SCENARIO QUESTIONS

2. The Mental Health Recovery philosophy is promoted within our agency. Describe yourknowledge of Recovery in mental health and how you would promote Recovery orientedpractice within the position of receptionist?

3. An individual presents to the agency and requests support. You have some difficulty inunderstanding clearly the request due to a language barrier. In your attempt to support theindividual, they become frustrated. Please describe your customer service approach andexplain how you would assist this individual and their frustrations?

Succursale de Sudbury /Manitoulin Branch 111, rue Elm Street, Suite/local 100 Sudbury, ON P3C 1T3 Tel./tél.: 705-675-7252 Fax/téléc.: 705-675-7247

JOB APPLICATION SCREENING

Date:

Please complete the following information.

Name:

JOB COMPETENCIES

EDUCATIONAL PREPARATION What is your highest level of Education?

LANGUAGE CAPACITIES Are you bilingual (English and French) Do you speak another language along with English or French? If so, indicate which language.

EXPERIENCE AND KNOWLEDGE (PAID ONLY) Do you have at a minimum 1 year experience working with people who have a serious mental illness?

Do you have experience working with people with a serious mental illness in their home of place of shelter?

Do you have experience working with individuals who are homeless?

Do you have experience intervening with individuals who are in crisis and/or suicidal?

Do you have experience working with people who have substance use disorder?

Are you knowledgeable of community resources in Sudbury/Manitoulin?

Are you knowledgeable of pertinent legislation affecting clients? (e.g. Mental Health Act, Ontario Works, Tenant Protection Act?)

Do you have experience in advocating for individuals within the Mental Health, Criminal Justice, and Social Service systems?

Do you have experience in community development and community education?

Are you able to assess client needs and develop service plans that respond to client needs and preferences?

Have you demonstrated the ability to work effectively with a wide variety of professionals?

Page 1 CMHA Sudbury/Manitoulin Job Application Screening

Grade 12 - GED Certificate Diploma Degree Master's Degree

Yes NoYes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

EXPERIENCE AND KNOWLEDGE (PAID ONLY) Continued.

Are you interested in working as part of a team?

Are you able to work independently in a non-structured environment?

Are you able to work flexible hours?

Do you have a strong belief in a client directed practice?

Do you have a non-judgmental attitude towards individuals who choose alternative lifestyles?

Have you demonstrated the ability to establish and maintain good working relationships with clients, colleagues, and the community at large?

Do you have a valid Canadian class G driver’s license?

Note: Misrepresentation shall disqualify you from employment or be considered just cause for dismissal.

Signature: Date:

Page 2 CMHA Sudbury/Manitoulin Job Application Screening

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No