Intake Coordinator

2 months ago

Vancouver, Canada Oak Counselling Services Society Full time

**About Oak**

Oak Counselling Services Society is a not for profit organization dedicated to providing affordable, secular counselling to residents of Metro Vancouver for nearly 50 years. Counselling is available to individuals and couples at low cost and is provided by a team of Master’s level counsellors and supervisors who volunteer their time and energy. Oak Counselling provides both in person and virtual counselling.

We are seeking a dedicated and organized individual to join our team as an Intake Coordinator. As the Intake Coordinator, you will be responsible for conducting initial assessments of client needs, matching clients with appropriate counsellors, managing the waitlist, and keeping track of demands and payments from clients. Additionally, you will develop a tracking system for demand of services, provide assistance to the Executive Director in administrative duties and tasks as needed, and report directly to the Executive Director.

**Responsibilities**:
Conduct Initial Assessments of Client Needs:
Conduct thorough assessments of clients' needs and gather relevant information through interviews, questionnaires, or other assessment methods.
Analyze client information to determine the appropriate services and resources needed.
Collaborate with the counseling team to ensure accurate matching of clients with suitable counselors.

Match Clients with Appropriate Counselors:
Utilize knowledge of counsellors' areas of expertise, therapeutic approaches, and availability to match clients with the most suitable counsellors.
Maintain a comprehensive understanding of counsellors' specialties, qualifications, and availability.

Manage the Waitlist and Track Demands:
Monitor and manage the waitlist for counselling services.
Regularly communicate with clients on the waitlist to provide updates on their status and estimated timelines.
Track and analyze demand for counseling services to inform resource allocation and service planning.

Keep Track of Payments from Clients and Counselors:
Facilitate and manage payments from clients for counselling services.
Ensure accurate record-keeping of financial transactions, including invoicing and payment reconciliation.
Coordinate with the finance team to address any payment-related issues or discrepancies.

Develop a Tracking System for Demand of Services:
Design and implement a tracking system to monitor and analyze the demand for our services.
Collect and analyze data on service requests, waitlists, client demographics, and other relevant metrics.
Generate reports and provide recommendations based on data analysis to support decision-making.

Assist Executive Director in Administrative Duties:
Provide administrative support to the Executive Director, including scheduling meetings, managing calendars, and organizing documentation.
Prepare and distribute correspondence, reports, and other relevant materials.
Assist with coordination and logistics for events, meetings, etc.

Reports to Executive Director:
Provide regular updates to the Executive Director on intake procedures, waitlist management, demand trends, and financial matters.
Collaborate with the Executive Director on strategic initiatives, program development, and organizational goals.
Seek guidance from the Executive Director on complex cases or issues requiring higher-level decision-making.

Qualifications:

- Bachelor's degree in a related field (e.g., psychology, social work, counseling) or equivalent practical experience.
- Proven experience in conducting initial assessments and matching clients with appropriate services or resources.
- Strong organizational and time management skills, with the ability to manage multiple tasks and priorities.
- Excellent interpersonal and communication skills, both written and verbal.
- Proficient in maintaining accurate records and managing databases or tracking systems.
- Knowledge of counseling principles, techniques, and ethical guidelines is preferred.
- Experience in administrative support, including scheduling, documentation, and event coordination.
- Proficiency in using productivity tools, Microsoft Office Suite, and Janeapp an asset.
- Ability to maintain confidentiality and handle sensitive information with discretion.

**Job Types**: Part-time, Fixed term contract
Contract length: 12 months
Part-time hours: 20 per week

**Salary**: $25.00 per hour

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Shift availability:

- Day Shift (preferred)

Work Location: Hybrid remote in Vancouver, BC V5Z 2T1

Application deadline: 2023-05-30

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