Receptionist

DON VALLEY COMMUNITY LEGAL SERVICES

JOB DESCRIPTION: RECEPTIONIST

Reports to: Executive Director

Position Summary:

The Receptionist serves as the first point of contact for clients, community members and partner organizations seeking legai services. This position is responsible for welcoming clients, conducting preliminary intake and screening, responding to telephone and email inquiries, directing individuals to appropriate legal services, and providing administrative support to clinic staff. This is an in person position, This is a permanent position and is part of an union bargaining unit.

Key Responsibilities:

1. Client Reception and Front Desk Services
   • Greet clients, visitors and community members in a professional manner
   • Respond to client inquiries in person, by telephone and by email
   • Schedule appointments and coordinate client meetings with Intake staff and caseworkers.
   • Maintain reception and interview areas to ensure a professional environment.
   • Ensure client confidentiality and privacy
2. Initial Client Intake and Referral
   • Assess whether prospective clients may meet clinic eligibility criteria and service mandates
   • Obtain and record client information accurately and sensitively Do conflict checks
   • Identify urgent matters and escalate them to the appropriate staff
3. Administrative support
   • Enter and maintain client information in CEMS
   • Assist clients complete intake forms as required
   • Manage incoming and outgoing mail and courier deliveries
   • Assist with scanning and photocopying as required
   • Assist with data entry, reporting and statistical tracking as required Enter intake and client appointments into booking app
   • Assist Intake Team with gathering of client information as required
   • Assist caseworkers with hearing room setups as required
4. Office and Operational Support
   • Maintain printers/fax/postage machines
   • Support clinic outreach events, workshops and community initiatives Assist with scheduling, meeting preparations and administrative projects
   • Perform other related duties as assigned

Qualifications:

Education and Experience:

• Postsecondary education in Office Administration, Legal Administration, Social Services or a related field is preferred
• Experience working in a reception, client service, administrative, legal* healthcare, or community services environment
• Experience conducting client intake or referral services is considered an asset. Experience dealing with difficult, anxious or stressed clients

Knowledge and Skills:

• Excellent interpersonal and customer service skills
• Strong verbal and written communication abilities
• Ability to interact professionally and compassionately with individuals experiencing legal, financial, housing, employment, family or other challenges.
• Strong organizational skills and attention to detail
• Ability to prioritize tasks and manage multiple responsibilities.
• Proficiency with Microsoft Office and datebase/space management systems, Zoom and Teams
• Understanding of confidentiality, privacy requirements, and professional ethics.
• Knowledge of local community resources, legal aid services and social support networks is an asset
• Abiiity to work independently and collaboratively within a multidisciplinary team

Working conditions:

• Work frequently involving moderate physical exertion such as standing or confined sitting for prolonged periods of over 2 hours at a time. Considerable visual attention required on a continuous basis. Tasks are performed that demand the accurate coordination o fine and/or coarse movements, including awkward work positions, lifting, carrying or pushing objects.
• Moderate mental demand. Work may involve concentration and may be subject to minor time pressures affecting the performance of multiple duties or creating competing demands. Incumbent may be confined to workstation for extended periods where concentrated visual attention is required and may be required to occasionally use close eye and hand coordination for extended periods.
• Work pressures and distrubances in workflow and schedules are expected and occur from time to time. The job is characterized by a moderate amount of interpersonal conflict, frustrating working conditions and other pressing job demands.
• Infrequent exposure to diverse conditions that cannot be mitigated. The severity of undesirable working conditions is limited. Work invoives some risks or potential for minor injury or occupational health problems

August 13 2026