Office and Intake Coordinator

2 months ago

Ottawa, Canada The Anglican Diocese of Ottawa Full time

**About the OPC**

The Ottawa Pastoral Counselling Centre provides professional counselling and psychotherapy services to those who live in Eastern Ontario and Western Quebec. Our main office is located in downtown Ottawa at the Bronson Centre (211 Bronson Avenue).

**The Position
- Responsibilities**:

- Provides administrative support to the Executive Director, our team of therapists, the Board and related Committees;
- Conducts professional structured initial client intake assessments, maintains strict confidentiality, and creates formal intake reports;
- Provides and facilitates appropriate internal and external referral services as needed;
- Assists with and supports fundraising initiatives;
- Tracks donations received and creates 'thank you' letters and requests for tax receipts to be issued;
- Plans and orders office supplies and equipment;
- Conducts EAP billing submission and tracking;
- Prepares monthly financial reconciliation and issues vouchers and formal invoices for bill payments;
- Creates and issues digital receipts for all clients seen at OPC;
- Works alongside the Executive Director for case assignment and management of day-to-day issues;
- Tracks client payments received and those that are outstanding;
- Creates reports, templates, and forms as needed for the daily operations of OPC;
- Responsible for keeping the physical office organized and presentable for clients
- Skills in using and troubleshooting a variety of different types of computer hardware: use of encrypted external hard drive, general computer and printer/copier/scanner use
- 1-2 years’ experience in using and troubleshooting a variety of different types of computer software, especially Microsoft Word, PowerPoint, Excel, and Adobe Acrobat Pro
- Experience with e-forms and encrypted platform systems (especially Jane and Hushmail) desired, but can be obtained through training in this position
- Proficiency in oral and written communication in English
- Introductory level bookkeeping abilities, at minimum
- Proficiency in using online banking platforms
- Ability to work independently, complete work in a timely fashion, engage in problem-solving, multitasking, and work within deadlines.
- 1-2 years experience in client intake, triage work, addressing sensitive issues, and crisis management (suicide risk, domestic violence, children at risk, substance use, harm to others, )
- Familiarity with the policies and regulations stipulated by the College of Registered Psychotherapists of Ontario (CRPO) and the College of Psychologists of Ontario (CPO) desired, but can be learned on the job in the event of no previous experience
- 1-2 years experience handling personal health information in accordance with privacy legislation
- Ability to understand the urgency of task completion, deadlines, and the need to communicate in a manner which instills confidence and caring
- Very client service-oriented, well-organized and flexible
- An ability to engage with people from a variety of backgrounds and cultures
- An excellent multitasker, with time management skills, and an ability to negotiate relative work priorities on an ongoing basis

**Qualifications and Requirements**
- Master's level in social services/administration preferred; however, applicants that hold a Bachelor’s Degree in social services/administration or a college diploma in social services/ administration will be considered for this position as well.
- ASIST (Applied Suicide Intervention Skills Training) or equivalent training.

We value the Health and Safety of everybody and as such, we require that employees are fully vaccinated for COVID-19.

**Job Types**: Part-time, Permanent, Fixed term contract
Contract length: 6 months
Part-time hours: 20 per week

**Salary**: $26.00-$30.00 per hour

Schedule:

- Every Weekend
- Monday to Friday

Work Location: Hybrid remote in Ottawa, ON K1R 6H5

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