(PERMANENT FULL TIME) ASSISTANT, GUEST EXPERIENCE - THE CONFERENCE PLACE

Ontario Shores Centre for Mental Health Sciences; Whitby; On-site; CAD 40,000 - 55,000; Full time

Job summary

Ontario Shores Centre for Mental Health Sciences is seeking a Guest Experience Assistant to join their team in Whitby. This role involves supporting the day-to-day operations of the Conference Place, managing room bookings, and providing excellent customer service at the Information Desk and Gift Shop. The ideal candidate will have a background in event planning and customer service, possess strong communication skills, and demonstrate a commitment to patient experience in a healthcare setting.

Qualifications

• Minimum 1 to 3 years experience in event planning and coordination.
• Excellent written and verbal communication skills.
• Self-motivated, capable of working independently and in a team.

Responsibilities

• Assist with room bookings, AV equipment, and event support.
• Provide customer service at the Information Desk and Gift Shop.
• Support Mental Health First Aid trainers and coordinate associated tasks.

Skills

Communication

Organization

Customer Service

Problem Solving

Teamwork

Education

College diploma in Event Planning, Business Administration or related field

Tools

Microsoft Office

Event Management Scheduling program (EMS)

Job description

Job Details

Description

Ontario Shores Centre for Mental Health Sciences (Ontario Shores) is a public hospital that provides inpatient, outpatient and consultation services for people with complex mental illness. Our patients benefit from a recovery-oriented environment of care built on compassion, inspiration and hope. We engage in research, education and advocacy initiatives to advance the mental health care system and are proud to work with partners across the continuum of care. If you thrive on innovation and positive change, and share our vision of Recovering Best Health, Nurturing Hope and Inspiring Discovery, Ontario Shores is the place for you.

Position Summary

Reporting to the Vice-President of Communications and Patient Experience, the Guest Experience Assistant is part of the Volunteer Services, Spiritual Care and Conference Place team. This role will support day-to-day operations of the Conference Place along with other functions of the team and portfolio. This role supports internal and external bookings including; room bookings, AV equipment, vendor tables, conferences, special events, guest artists and general facility tours. The Guest Experience Assistant is also responsible for assisting with Mental Health First Aid, the Gift Shop and staffing the Information Desk. Guest Experience Assistant engages with all levels of the organization, including staff, volunteers, patients, contractors, visitors, external stakeholders and customers.

Key Duties And Responsibilities

The Conference Place, Art Gallery and Tours

• Respond to inquiries from internal and external customers to assist with room set-ups, catering and A/V requests as required and work with stakeholders including Nutrition and Food Services and Environmental Services to facilitate requests
• Support the functioning of the AV equipment within the Conference Place and Lecture Theatre, providing troubleshooting support and ensuring rooms are in consistent working order
• Maintain the Event Management Scheduling program (EMS) and train new users on EMS, maintain the Conference Place A/V equipment and assist with set-ups
• Recruit Guest Artists monthly and support the artists with set-up, promotion and sales at the gallery
• Respond to tour inquiries, coordinate tour guides and organize educational speakers for tour groups as appropriate
• Recruit new vendors, schedule recurring vendors and execute various vendor special events
• Provide support for hospital-wide, corporate and departmental events, celebrations and corporate initiatives in collaboration with members of the Communications and Patient Experience portfolio
• Support the Branded Products inventory and ordering process, including, but not limited to fulfilling orders, tracking payments, and updating the database
• Provide backup coverage within the team and support some day-to-day tasks for the Volunteer Program and Spiritual Care
  
  

The Information Desk and Gift Shop

• Provide excellent customer service to all users of the Information Desk by answering phone calls, greeting visitors, wayfinding and supporting Information Desk volunteers
• Provide regular Gift Shop support, including but not limited to back up Gift Shop coverage, ordering and picking up products, annual inventory etc.
  
  

Mental Health First Aid

• Provides administrative support to the Mental Health First Aid trainers by sending individual access codes to participants, troubleshooting log in access by participants.
• Maintains effective working relationships with participants and external companies contracted by Mental Health First Aid.
• Oversees virtual training by assisting in Zoom troubleshooting, and record completion of training modules before in class training.
  
  

Qualifications And Skills

• A College diploma preferred in Event Planning, Business Administration or a related field
• Minimum 1 to 3 years of experience in event planning and coordination or customer service
• Excellent written and verbal communication skills
• Self-motivated, takes initiative, and is capable of functioning both independently and in a team setting.
• Professional, communicates effectively with others, and has a positive attitude, with strong organizational skills, detail orientated, and demonstrate creativity and sound problem-solving skills.
• Demonstrated technical skills in Microsoft Office programs, A/V equipment and set-up of A/V equipment
• Previous experience with the Event Management Scheduling program (EMS) an asset
• Ability to perform the physical demands of the position, including the ability to lift up to 30 lbs. for assistance in the Gift Shop, the ability to climb a 3-step ladder to hang art in the gallery and the ability to bend to hook up A/V equipment
• Flexibility to work evenings and weekends to support events as required
• Proven good attendance with the ability to maintain this standard
• Demonstrated understanding of the principles of Health and Safety in the Workplace
• A valid G-License, occasional outings are required to purchase items for the Gift Shop
  
  

Personal information you provide to Ontario Shores Centre for Mental Health Sciences (Ontario Shores) is collected pursuant to the Public Hospitals Act R.S.O 1990, c. P.40. It will be used for the purpose of determining eligibility for employment. At all times it will be treated in accordance with the provisions of the Freedom of Information and Protection of Privacy Act. If you have questions about the collection of your personal information, contact the Leader, Privacy & Access at 700 Gordon St. Whitby, ON L1N 5S9; 905-430-4055 ext 6712 or refer to the Privacy & Access pages on the Ontario Shores website. Upon request, individual accommodation can be provided to applicants who meet the required qualifications outlined in the job descriptions, and have been invited for an interview. For questions and concerns, please contact Human Resources at 905.430.4055 ext. 6191.

Job Posting Closing: July 8, 2024 at midnight. Please note any job applications after the closing date will not be considered.

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