Position Summary
Sikheya Institute is seeking an organized, professional, and detail-oriented Front Desk Administrator to serve as the first point of contact for participants, visitors, employers, volunteers, and community partners.
The successful candidate must have previous experience with data entry, participant file management, record keeping, and the CaMS system. Accuracy, confidentiality, attention to detail, and the ability to maintain complete and audit-ready records are essential requirements for this position.
Key Responsibilities
- Welcome participants, visitors, employers, volunteers, and community partners in a professional and courteous manner.
- Answer, screen, and direct telephone calls, emails, and general inquiries.
- Provide information about Sikheya Institute’s employment programs, workshops, mentorship services, and community resources.
- Assist participants with registration, intake forms, consent forms, eligibility documents, and other required paperwork.
- Review participant documentation to ensure files are complete, accurate, and properly signed.
- Enter, update, and maintain participant information in the Ministry’s CaMS system.
- Record participant services, appointments, activities, referrals, outcomes, follow-ups, and case notes in CaMS.
- Maintain accurate electronic and physical participant records in accordance with Ministry and organizational requirements.
- Identify missing documents, incomplete records, or data-entry errors and follow up with participants or staff to resolve them.
- Ensure information recorded in CaMS matches participant forms, attendance records, service records, and supporting documents.
- Support staff with file reviews, data cleanup, reporting requirements, and preparation for monitoring or compliance reviews.
- Maintain participant confidentiality and follow all privacy, information-management, and record-retention requirements.
- Schedule participant appointments, employment counselling sessions, mentorship meetings, workshops, and interviews.
- Send appointment confirmations, reminders, cancellation notices, and follow-up communications.
- Maintain attendance sheets, sign-in records, workshop registrations, and participant service records.
- Monitor the general office email account and direct inquiries to the appropriate staff member.
- Prepare forms, letters, spreadsheets, reports, workshop materials, and other administrative documents.
- Support staff with scanning, printing, photocopying, filing, and document organization.
- Receive and distribute mail, deliveries, correspondence, and office supplies.
- Maintain office calendars and coordinate meeting rooms, equipment, and staff availability.
- Support workshops and events through participant registration, room preparation, attendance tracking, and administrative follow-up.
- Assist with participant surveys, outcome tracking, employment follow-ups, and program reporting.
- Maintain a clean, organized, and professional reception and office environment.
- Refer urgent, complex, or sensitive participant concerns to the appropriate staff member.
- Perform other administrative and program-support duties assigned by the Program Manager.
Mandatory Qualifications
- Demonstrated experience with data entry, participant records, case-management records, and electronic file maintenance.
- Experience entering participant services, case notes, activities, referrals, outcomes, and follow-up information into CaMS.
- Experience reviewing files for completeness, accuracy, missing documents, and compliance requirements.
- Strong understanding of confidentiality, privacy, consent, and secure record-management practices.
- Previous experience in reception, office administration, employment services, community services, settlement services, or a related environment.
- Strong computer skills, including Microsoft Office, Google Workspace, spreadsheets, email, online forms, and database systems.
- Excellent attention to detail and ability to enter information accurately and consistently.
- Strong verbal and written communication skills.
- Excellent organizational, time-management, and multitasking abilities.
- Ability to manage competing priorities in a busy office environment.
- Ability to communicate respectfully with participants from diverse cultural, educational, and professional backgrounds.
- Ability to work independently and collaboratively as part of a team.
Preferred Qualifications
- Diploma or certificate in office administration, business administration, social services, employment services, or a related field.
- Experience working with an Employment Ontario service provider, government-funded employment program, or nonprofit organization.
- Familiarity with Ministry reporting, participant eligibility documentation, service plans, outcomes, and compliance requirements.
- Experience preparing participant files for monitoring, audits, or program reviews.
- Knowledge of employment counselling, job-search services, mentorship programs, and community referrals.
- Additional language skills, particularly Punjabi or Hindi, are considered an asset.
How to Apply
Interested candidates should submit their résumé and a brief cover letter to [email protected] with the subject line “Front Desk Administrator Application.”
We thank all applicants for their interest; however, only candidates selected for an interview will be contacted.
Pay: $22.00-$30.00 per hour
Work Location: In person
