Salary Range: $45,967.00 To $56,549.00 Annually

Program Assistant
POSITION DETAILS
Program Assistant
Program:

Operations

Contract:

Temporary Full time; 35 hours per week, 1 year contract, In-person

Location:

355 Church Street, Toronto ON with travel to other FST offices as required

$45,967 - $56,549 Grade 5 BU
Application Deadline:

November 19, 2026 by 5:00 pm
File Number:

FAC #32-26 - with cover letter and resume

Mail:

HR, 355 Church Street, Toronto ON M5B 0B2

Grow with us!
Family Service Toronto (FST) helps people face a wide variety of life challenges. For over 100 years, we have worked with individuals and families destabilized by precarious mental health and/or socioeconomic circumstances, to achieve greater resilience and stability in more just and supportive communities. We achieve this through our direct service work of intervention and prevention which includes counselling, peer support and education; knowledge building; and system-level work including social action, advocacy, community building and working with partners to strengthen the sector.

We’re proud of our people and culture! We are constantly evolving what we do and how we do it. Our work is grounded in the lived experience of the clients and the community. We celebrate diversity, equity, inclusion, and excellence. We are agile, learning and always willing to try new things.

The Opportunity!
Reporting to the Manager of Operations, this position is responsible for supporting programs and for receiving all visitors to the site where the position is located. Some duties are assigned lead roles while others are shared across all staff performing them. This is a full time, in-office position.

Responsibilities:

Welcoming and directing all visitors and callers

Answers telephone, using a bilingual French/English greeting, and responds to inquiries.

Checks, routes, and responds to messages in the general delivery mailbox

Cancels or reschedules appointments with clients when staff, students or volunteers are absent or delayed

Administration :

Prepares information packages

Collects, updates and inputs information into applicable electronic databases

Collects and reconciles fees from clients and issues receipts

Processes and submits fees to accounts receivables.

Works with manager(s) to orient and update staff, students and volunteers to relevant administrative protocols

Submits orders and maintains office and kitchen supplies and office equipment

Ensures the first aid boxes are maintained and reported to Facilities





Keeps abreast of developments in local community resources as they relate to site-specific programming. Develops and maintains systems to share this information with site staff

Acts as a liaison with various service providers regarding issues identified within the suite

Communicate with collateral contacts outside the organization, e.g.: to place media ads, provide information to justice system partners (e.g. probation officers, Crown attorneys), book interpreters, coordinate participation in community events (e.g. Pride, health fairs)

Supports with various correspondence for a variety of stakeholders.

Takes minutes at various meetings as requested

Participates in quality improvement activities

Maintains accurate filing systems

Provides logistical support for the preparation of presentations, community events, seminars and/or workshops

Maintains a list of regulatory college license numbers to be used for billing purposes

Prepares letters for clients

Marks attendance of all clients in electronic client database

Maintains absolute confidentiality regarding client information.

Supports risk management and efficiency processes

Training and Development

Participate in regular staff meetings and peer consultation sessions.

Participate in supervision sessions (individual and/or group) monthly at a minimum and seek support when needed.

Identify development and training needs in collaboration with supervisor and develop a plan to meet training and development needs.

Participate in organization-wide and/or division specific training.

Participate in funder-initiated training, where applicable.

Equity, Diversity and Inclusion

Articulate commitment to diversity, challenge the status quo, hold others accountable, and makes diversity, equity, and inclusion a priority.

Act as a change agent for integration of Equity, Diversity, and Inclusion (EDI), anti-oppression and social justice principles within FST policies, practices, culture, programs, and activities, and within the sector, and community.

Other Duties and Responsibilities:

Performs other duties that are consistent with this role as required.

Qualifications:





Community college diploma and/or equivalent combination of education and experience in the field of administration, social services or psychology over a minimum three-year period. Foreign credentials are valued.

One to three years reception/administration experience

Demonstrated customer services skills

Proven ability to sensitively and professionally respond to the needs of clients who are first time callers, calling in crisis, repeat callers, callers with limited English language knowledge, and people with disabilities (non-verbal, blind, deaf/hard of hearing and intellectual disabilities)

Knowledge of community resources and supports in the City of Toronto.

Good listening, verbal and written communication skills

Strong keyboarding and computer skills, particularly with Microsoft Office (Word, Excel, PowerPoint), and CRM

Experience working with an electronic database

Proven ability to manage competing demands and prioritize work within the context of multiple requests for time and assistance with many potential interruptions

Excellent organizational, coordination and time-management skills.

Demonstrated ability to take initiative

Demonstrated experience working effectively as part of a team and ability to work independently

Demonstrated commitment to principles of cultural competency, social justice, anti-oppression, equity and inclusion

Experience in working with students and/or volunteers is an asset

Fluency in French is considered an asset

Satisfactory Criminal Reference Check and Vulnerable Sector Check within last 12 months

Interested?
Our goal to attract, develop, and retain highly talented employees from diverse backgrounds allowing us to benefit from a wide variety of experiences and perspectives.

We actively encourage applicants from all equity seeking groups. First Nations, Inuit, Métis, Black and People of Colour, people with disabilities, people of diverse gender expression, and people with lived experience of poverty are encouraged to apply.

In accordance with Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and FST’s Equity and Inclusion policy, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.

Family Service Toronto does not use artificial intelligence (AI) or automated tools to screen, assess, or select applicants during the recruitment process.

We thank all applicants and will contact the individuals selected for an interview.

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📌 Program Assistant (Ontario)
🏢 Family Service Toronto
📍 Ontario