Administrative Assistant and Intake Coordinator

2 months ago

Guelph, Canada Empwrd Healing Full time

As Administrative Assistant/Intake Coordinator, your task is to facilitate extraordinary contact between practitioners and clients thereof.

In this position, you shall be the public/front-facing representative of our multi-practice clinic, and thus a vital member of our team. You will wear ‘many hats’ in this capacity, so time-management and the ability to assess priorities of tasks and requests is essential. The variety of tasks and skills this position will demand of you must be something you seek-out if you are to thrive over time.

Sensitivity to the nature of information and experiences shared with practitioners and Clients is a foremost requirement, along with the required ability to maintain confidentiality of such information. And in this position, you shall act as the central ‘hub’ of our clinic

~ Diploma or Certification in Health Administration

~ Prior experience in Reception, Administration, and Intake Co-ordination

~ Familiarity with the professional and ethical guidelines of the College of Registered Psychotherapists of Ontario (CRPO); and the Ontario College of Registered Social Workers and Social Service Workers (OCSWSSW);
~ Diploma or certificates in Mental Health related services

~ Proficiency in Apple products and Google Suite;
~ Experience with online billing and scheduling (client management software);
~ Demonstrate superb literary and verbal communication skills;
~ Exhibit clear and transparent communication with respect to clinic’s policies and procedures

~ Provide caring, safe and courteous service to clients and help our clinic to thrive by creating genuinely exceptional client experiences

~ Engage cooperatively with all staff

**Duties and Responsibilities**:
~ Provide genuine and respectful client service.

~ Manage incoming calls, client arrivals, client inquiries, potential client requests, collaborative professional and community partner requests in a timely and organised manner;
~ Referring new intake clients to our in-house therapists and/or external services in the community;
~ Scheduling in-person and virtual appointments using our online booking software ————

~ Confirming appointments and ensuring that instructions for sessions (either in-person or online) are understood; and that necessary paperwork, e.g. Limits to Confidentiality; and Informed Consent to Treatment; have been completed prior to the session.

~ Following-up with Clients who wish to book follow-up appointments.

~ Managing Therapists’ waitlists.

~ Conducting pre-screening questionnaires with in-person clients

~ Maintaining up-to-date billing and invoicing with all clients as well as clinic suppliers; and handling petty cash as required;
~ Engage with Clients and other team members respectfully while also demonstrating clear leadership and decision-making initiative.

~ Focus energy and use initiative to maintain a smooth and organised ‘flow’ in all aspects of clinic operations, including, but not limited to: Client interactions; practitioner requests; Goods + service delivery/installation/suppliers of the clinic; etc.,

~ Organise and maintain electronic and paper-based information in a competent and confidential manner;
~ Ensure that all paperwork is obtained and retained in a manner that either meets or, preferably exceeds, the CRPO’s Standards of Practice and other regulatory requirements.

Ability to commute/relocate
- Guelph, ON; be able to reliably commute or plan to relocate before commencing job placement; or within 30 days thereof.

Willingness to run errands, if necessary, with respect to the operation of the business, i.e. pick-up/drop-off at printers’ or other business-related offices.

Shift availability:
~ day shift + early evening shift hours, not to exceed 7.5 hours per day.

~ 2 full days off per week to be negotiated.

Work Remotely:
~ Ability to work remotely is essential for this position. And also the ability to be flexible in working a combination of both in-person and remotely as necessary.

**Job Type**: Part-time
Part-time hours: 22 per week

**Salary**: $15.54-$21.00 per hour

**Benefits**:

- Work from home

Schedule:

- Day shift
- Evening shift
- Monday to Friday
- Morning shift
- Night shift

Ability to commute/relocate:

- Guelph, ON N1G 1Y7: reliably commute or plan to relocate before starting work (preferred)

**Education**:

- AEC / DEP or Skilled Trade Certificate (preferred)

**Experience**:

- Front desk: 3 years (preferred)
- Administrative experience: 3 years (preferred)

Shift availability:

- Day Shift (preferred)

Work Location: Hybrid remote in Guelph, ON N1G 1Y7

  • Intake Support Counsellor

    2 weeks ago

    Guelph, Canada Guelph-Wellington Women in Crisis Full time

    **INTERNAL/EXTERNAL JOB POSTING** C.U.P.E. - Local 4393 Classification 111b **Intake Support Counsellor** **Permanent, Full Time, 64/hrs bi-weekly** Guelph-Wellington Women in Crisis (G-W WIC) is a dynamic, community-based, not for profit, feminist organization providing services to women and their children who have experienced domestic and/or sexual...

  • Administrative Assistant

    2 weeks ago

    Guelph, Canada Anishnabeg Outreach Training and Employment Inc Full time

    Anishnabeg Outreach is an incorporated non-profit organization guided by a volunteer Board of Directors. We work primarily with the non-profit sector and are guided by a clear mission and set of values. We provide Aboriginal people with access to culturally appropriate services and strive to support individuals with direction and assistance to overcome...

  • Transition Coordinator

    1 month ago

    Guelph, Canada Stonehenge Therapeutic Community Full time

    Stonehenge Therapeutic Community provides a range of residential and community-based treatment services to individuals struggling with addiction and concurrent mental health issues. We recognize the role that trauma, marginalization, and oppression play in impacting the wellbeing of those we serve. Grounded in the Therapeutic Community model of treatment,...

  • Office Coordinator

    1 month ago

    Guelph, Canada Stonehenge Therapeutic Community Full time

    **About the Role**: Stonehenge Community Services provide a variety of short and long-term interventions to high-acuity individuals in the community, including case management, crisis stabilization, counselling, and supports to housing. This role will successfully manage our complex office environment to complete all coordination functions relating to the...

  • Intake/ File Opening Clerk

    2 weeks ago

    Guelph, Canada SV Law Full time

    SV Law has an exciting opportunity for a permanent, full time, **Intake/ File Opening Clerk **in our Guelph office. If you are looking to join a dynamic, growing firm we would love to hear from you. Let us provide you with a great work environment that provides benefits and rewards that support your life and well-being. **About the...

  • Intake/ File Opening Clerk

    2 weeks ago

    Guelph, Canada SV Law Full time

    SV Law has an exciting opportunity for a permanent, full time, **Intake/ File Opening Clerk **in our Guelph office. If you are looking to join a dynamic, growing firm we would love to hear from you. Let us provide you with a great work environment that provides benefits and rewards that support your life and well-being. **About the...

  • Intake/ File Opening Clerk

    3 weeks ago

    Guelph, Canada SV Law Full time

    SV Law has an exciting opportunity for a permanent, full time, **Intake/ File Opening Clerk **in our Guelph office. If you are looking to join a dynamic, growing firm we would love to hear from you. Let us provide you with a great work environment that provides benefits and rewards that support your life and well-being. **About the...

  • Intake/ File Opening Clerk

    2 weeks ago

    Guelph, Canada SV Law Full time

    SV Law has an exciting opportunity for a permanent, full time, **Intake/ File Opening Clerk **in our Guelph office. If you are looking to join a dynamic, growing firm we would love to hear from you. Let us provide you with a great work environment that provides benefits and rewards that support your life and well-being. **About the...

  • Intake/ File Opening Clerk

    2 weeks ago

    Guelph, Canada SV Law Full time

    SV Law has an exciting, full time, opportunity for a **Condo** **Intake/ File Opening Clerk, **in our Guelph office. As an “**Employer of Choice**”, we are proud to offer a supportive, flexible, and dynamic work environment with positive company culture. We also offer benefits and perks that can support your life, family, community, and wellbeing. If...

  • Intake/ File Opening Clerk

    2 days ago

    Guelph, Canada SV Law Full time

    SV Law has an exciting, full time, opportunity for a **Condo** **Intake/ File Opening Clerk, **in our Guelph office. As an “**Employer of Choice**”, we are proud to offer a supportive, flexible, and dynamic work environment with positive company culture. We also offer benefits and perks that can support your life, family, community, and wellbeing. If...

  • Clinic Coordinator

    7 days ago

    Guelph, Canada Guelph CHC Full time

    PROGRAM AREA: Primary Health EMPLOYMENT STATUS: Full Time Regular, Ongoing HOURS/WEEK: 35 hours per week Our Vision A community without barriers to health and wellbeing Our Mission We reduce health inequities by providing inter-professional primary health services and community programs, focused on our priority populations, in collaboration with...

  • Medical Administrator/receptionist

    2 weeks ago

    Guelph, Canada ArtMed Full time

    **Medical Office Administrator - Guelph** **Job Type**: full-time, between 36 - 40 hrs. weekly **About Us** **Position Summary** The Medical Administrator is a key role within our team. Often as the first point of contact for patients, he or she must provide superior customer service with a welcoming and positive attitude. Exceptional communication...

  • Program & Administrative Assistant

    1 month ago

    Guelph, Canada Anishnabeg Outreach Training and Employment Inc Full time

    We’re seeking an enthusiastic team player who is passionate about making a difference for children and youth in our community by supporting program delivery, organizational administration, and our volunteer program. **KEY RESPONSIBILITIES** - Program Delivery_ - Assist with the execution of the Adopt-A-Family Holiday Support Program, including on-site...

  • Program & Administrative Assistant

    1 week ago

    Guelph, Canada The Children's Foundation of Guelph and Wellington Full time

    **Fundraising & Events Assistant** **MISSION STATEMENT** We are passionately committed to enhancing the well-being of children and youth by connecting them to experiences and supports that contribute to their sense of belonging and help them to reach their full potential. **SUMMARY OF ROLE** We’re seeking an enthusiastic team player who is passionate...

  • Office Administrator

    2 weeks ago

    Guelph, Canada S&A Partners & WCO Full time

    WCO is looking for someone who is detail-oriented, organized, friendly, personable & enjoys interacting with clients and staff, patient and pragmatic in difficult client/staff situations, can think outside the box, technology-savvy or eager to learn, with the ability to maintain tact and confidentiality. Flexible in terms of working hours (overtime is...

  • Administrative Assistant

    2 months ago

    Guelph, Canada Semex Full time

    **ADMINISTRATIVE ASSISTANT** **Guelph Office**: Full-time, Permanent Semex is a dynamic global organization that is committed to developing and delivering innovative genetic solutions. We believe that people truly are the cornerstone of our success, and that our employees are our most important asset. We are currently looking for an Administrative...

  • Marketing Administrative Coordinator

    3 weeks ago

    Guelph, Canada Skyline Group of Companies Full time

    We’re growing and looking for a passionate, driven, and energetic candidate to join our team for the position ofMarketing Administrative Coordinator for our Asset Management teamlocated in our Head Office in Guelph, Ontario.Job Description Looking for a chance to make your mark in a fast-paced, professional, and fun environment? In this role, with the...

  • Marketing Administrative Coordinator

    3 weeks ago

    Guelph, Canada Skyline Group of Companies Full time

    We’re growing and looking for a passionate, driven, and energetic candidate to join our team for the position of Marketing Administrative Coordinator for our Asset Management team located in our Head Office in Guelph, Ontario. Job Description Looking for a chance to make your mark in a fast-paced, professional, and fun environment? In this role, with...

  • Marketing Administrative Coordinator

    3 weeks ago

    Guelph, Canada Skyline Group of Companies Full time

    We’re growing and looking for a passionate, driven, and energetic candidate to join our team for the position of Marketing Administrative Coordinator for our Asset Management team located in our Head Office in Guelph, Ontario. Job Description Looking for a chance to make your mark in a fast-paced, professional, and fun environment? In this role, with...

  • Administrative Assistant

    2 months ago

    Guelph, Canada Concepts (GTA) Inc. Full time

    **_Full-Time Administrative Assistant (Hybrid) Waterloo, Ontario_** Are you ready to be a pivotal part of a dynamic construction business that's shaping the golf landscape across Ontario? We're seeking a passionate Administrative Assistant to join the team and play a vital role in the continued success. This team is dedicated to building innovative and...