Receptionist

The Saanich Peninsula Hospital & Healthcare Foundation is seeking a part-time Receptionist to join our warm and friendly team at our hospital office. The successful applicant will be organized, have excellent communication skills, and a positive attitude. Candidates should be able to handle a fast-paced office, assist visitors to the Foundation, handle basic office tasks, provide polite and professional assistance via phone, mail, and e-mail, and generally be a helpful and positive presence in the workplace.

Reporting to the President & CEO, the Receptionist supports the smooth running of the hospital office. This position plays an important role as a first point of contact with hospital donors. We are looking for someone long term that wants to grow with us and is an excellent team player.

Key Duties and Responsibilities

  • Welcome visitors to the hospital office: assume role of first point of contact for donors and visitors, by phone and in person; answering or referring inquiries
  • Maintain telecommunication system
  • Keep detailed and accurate records of visitor requests and of calls received
  • Maintain safe and clean reception area
  • Contribute to team effort by accomplishing related duties as needed
  • Supporting the CEO with administrative duties as assigned
  • Receive deliveries; sort and distribute incoming mail
  • Order front office supplies and keep inventory of stock
  • Update calendars and schedule meetings including Zoom
  • Maintain Foundation external memberships
  • Support the Office Administrator in processing donations as needed. This may including sorting donations, scanning, some basic data entry and printing and mailing letters.
  • Receive and file Bursary and Education grant applications, direct questions.
  • Manage office tasks, such as filing, generating reports and presentations, setting up for meetings, reordering supplies, keeping the office
  • Maintain the physical and electronic filing system including copying, digitizing and filing office documents
  • Take Board and/or Committee minutes, prepare and distribute reports and minutes
  • Manage the administration for the Annual General Meeting
  • Participate in events and community activities in support of SPHF. (2-3 times per year)

Required Knowledge, Skills, Education & Experience

  • High school diploma and preferably Office Administration diploma or equivalent
  • 2+ years recent related administrative experience, ideally with a non-profit society in Canada
  • Strong phone and customer service skills
  • Proficient in Word, Excel and Outlook
  • Punctual with strong attendance history
  • Self-motivated, ability to work independently, and manage time effectively
  • Enthusiastic, team player with strong interpersonal skills
  • Experience volunteering or working within the non-profit environment an asset
  • Occasional evening and weekend work at special events (2-3 per year)
  • Must have reliable source of transportation
  • Experience in in the use of databases (e.g. Raiser’s Edge) is an asset

Salary commensurate with experience. Hours are part time and there is some flexibility in scheduling. We are part of VIHA.

Send your cover letter and resume to Jan Buehler at jan.buehler@sphf.ca by Nov 21, 2021.

Questions call Jan at 250-889-5621

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With gratitude we respectfully recognize and acknowledge that the Saanich Peninsula Hospital & Healthcare Foundation offices
are located on the traditional unceded territories of the WSÁNEĆ and Lekwungen peoples.

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