Reception Clerk

Position Purpose

Assist with and perform a variety of tasks to support the administrative operations of the Student Health, Wellness and Support sector, while ensuring compliance with applicable policies and procedures.

Responsibilities

• Administrative Tasks: Perform a variety of administrative tasks to support the operations of the sector, such as entering and updating data, drafting and preparing a variety of documents, and managing schedules and mail, in keeping with uOttawa quality standards.
• Meeting Organization: Provide administrative support for organizing and coordinating meetings and events to ensure they run smoothly. For this purpose, reserve meeting rooms, make any necessary catering arrangements, and prepare meeting agendas and any other documents.
• Customer Service: Welcome people who arrive in person; respond appropriately to general requests for information from customers and guide them in applying the general internal procedures of the clinic with a view to providing high quality service. Requests for information may be received and handled in person, by email, by phone, or by mail.
• Purchasing and Inventory Control: Make decentralized purchases of goods and services for the sector, on purchase order or on credit card, in compliance with all relevant policies. Control an inventory of various supplies, track the demand and replenish stock to meet the needs of internal clients.
• Reporting: Provide various simple reports, on a scheduled or ad-hoc basis, on activities of the sector to support ongoing operations and strategic planning.
• Records Management: Implement and maintain an effective filing and records management system to preserve confidentiality of the records and ensure that complete and accurate documentation is available for future reference or audit purposes. Maintain accurate records of key holders and related security access information for staff of the sector to ensure confidentiality of the records.
• Documentation: Draft and update documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities.
• Coordination of Junior Workers: As needed, delegate tasks to more junior resources, mainly students hired as part of the Work-Study Program (WSP), and ensure that tasks are completed according to the stated norms and instructions.

What you will bring

• Postsecondary education in administration and office technology, or an equivalent combination of education and work experience.
• Minimum two (2) years of demonstrated experience in a similar role.
• Bilingualism – English and French (spoken and written).
• Experience with computer systems and applications such as Windows, word processing software, spreadsheets, databases, the internet and email.
• Excellent communication, interpersonal and customer service skills.
• Experience interpreting, explaining and applying policies and regulations.
• Experience in bilingual administrative writing.
• Experience producing reports.
• Ability to produce high quality work under pressure while meeting strict deadlines.
• Initiative, self-reliance and good judgment.
• Strong organizational skills.

Key Competencies at uOttawa

• Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
• Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
• Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
• Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.