The Professional Institute of the Public Service of Canada
The Professional Institute of the Public Service of Canada
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Receptionist (2 year Term)

Division: Corporate Services

City: Ottawa, ON

Type of position: In person 5 days per week (8:00 am to 12:30 pm)

Job Term:  2 year term, part-time (22.5 hours per week) 

Union: IAM local 3011

Competition: 24-30

The Professional Institute of the Public Service of Canada, a national union representing some 70,000 professionals and scientists throughout Canada, requires a part-time Receptionist (8:00 am to 12:30 pm) for a two (2) year term for its National Office in Ottawa located at 250 Tremblay Rd.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought – and of people – are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality, particularly equity deserving groups, such as members of the IBPOC, 2SLGBTQIA+ communities, and people living with disabilities. 

All qualified candidates will be considered; however, in support of achieving a diversified workforce we encourage applications for this opportunity from candidates belonging to one of the employment equity groups: Indigenous peoples (First Nations, Metis or Inuit), peoples of colour or persons with a disability.  Consideration will be given to a qualified candidate who, at the time of application, voluntarily indicates being part of these groups.

What can I expect to do in this role?

Under the direction of the Manager, Operations, the Receptionist is responsible for operating a telephone system, routing calls, greeting visitors, ensuring the meeting rooms are ready for meetings and providing assistance and support to guests of the Institute. 

Primary responsibilities:

  • Receive and direct incoming telephone calls for the staff members, elected officials and other visitors including taking of messages and answering general inquiries. 
  • Receive and direct visitors to appropriate staff members, elected officials, and other visitors.  
  • Act as back-up resource for the booking of Conference Centre meeting rooms, including any required arrangements for catering, video conferencing, teleconferencing and interpretation services.  
  • Post meeting notices and configure meeting rooms, tables, and chairs in accordance with meeting requirements. Ensure that meeting and kitchen facilities are tidy before and after meetings. 
  • Supervise the caterer's delivery of meals and snacks and report any discrepancies and deficiencies in quality. 
  • Ensure set up various pieces of technical equipment such as teleconference pod, screens, etc. are in accordance with meeting specifications, and liaise with Informatics to request last minute or any technical assistance or set up issues. 
  • Perform bi-weekly inventory of all stock to meet requirements and provide a list of other needed supplies 
  • Receive and verify deliveries of stock from wholesalers for the conference center, making adjustments on invoices and/or indicating any discrepancies.
  • Operate various pieces of office and kitchen equipment.  
  • Place calls for taxis as required.

Knowledge and Experience Requirements 

Education / Experience: 

  • Completion of secondary school or an equivalent combination of education and experience
  • Six (6) months to one (1) year experience in performing receptionist and other related administrative duties. 

Language requirement:

  • Fluency in both official languages (French and English) is required

Skills and experience required:

  • Knowledge of the Professional Institute’s organization, structure, policies and practices 
  • Ability to handle simultaneous tasks including telephone calls; take messages or redirect calls 
  • Ability to maintain record logs and registers 
  • Computer skills (Google Suite)
  • Ability to ensure conference facilities are ready to host meetings and that facilities are cleaned appropriately.

Compensation Package

  • Salary Range: $54,714 to $68,394 (G2) * pro-rated
  • Group Benefits (Health, Dental)
  • Vacation (4 weeks/year) and other generous paid leave
  • Paid time off from December 27th to 31st

Note 

Preference will be granted in accordance with the Collective Agreement for the IAM local 3011 bargaining unit.

How to apply

You must apply by email to staffingofficer@pipsc.ca, by 4:00 pm (Est) May 21, 2024. ID competition #24-30 in the subject line.

Kindly submit a cover letter and resume that align with the qualifications outlined in the job advertisement. Please ensure that your documents contain specific examples demonstrating how you have met the requirements of this position. We place significant importance on the information you supply in your application.

If you require a disability-related accommodation to facilitate your participation in the recruitment process, we kindly request that you get in touch with us to provide your contact details. Our Staffing team will promptly reach out to you within 48 hours. Please be assured that any information received in connection with accommodation requests will be kept confidential. 

We are dedicated to fostering an inclusive, psychologically secure, harassment-free, and accessible work environment, starting with the recruitment process.

We thank all applicants for their interest. Please note that only candidates selected for an interview will be contacted.