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Intake Coordinator

2 months ago

Surrey, British Columbia, Canada Phoenix Society Full time
Job Summary:

The Intake Specialist is a key member of the Phoenix Society team, playing a crucial role in supporting intake processes for our bed-based programs. This position requires strong coordination and communication skills to ensure a smooth and efficient intake process.

Responsibilities:
  • Screening & Admissions:
    • Assist in coordinating intake and admissions processes, including conducting pre-screening and assessment interviews, communicating with referral sources and applicants' collateral contacts, and ensuring required documentation is completed prior to applicants' admission.
    • Communicate program structure, services, and guidelines to ensure that the applicant has the necessary information to make an informed decision about admission and to enhance client matching.
    • Present pre-screening and assessment information to the MHSU and housing teams to determine suitability of applicants for the programs and schedules for prioritized admission.
    • Ensure that all inquiries are handled in a professional and courteous manner, offering accurate, timely, and helpful information to the public and community stakeholders.
    • Participate in on-going development, maintenance, and evaluation of an effective pre-screening and assessment process.
    • Report to and discuss case concerns with supervisory positions and the integrated services team.
    • Perform duties as required.
  • Administration:
    • Assist in liaising with treatment centers, support recovery programs, addictions and mental health workers, detox shelters, primary care clinics, correction institutions, police, hospitals, outpatient clinics, and housing providers to reach prospective residents to improve continuity of care.
    • Ensure compliance with the standards of Community Care Facility Licensing and the Ministry of Health Services – Mental Health and Substance Use Services and with the BC Housing Operating Agreement.
    • Identify areas for improvement and increased efficiency in program operations, technology, services offered, reporting, and reports to supervisory positions.
  • Facilities Management:
    • Monitor operations of the computerized Chubb fire safety and security system, and work cooperatively with building stakeholders (Fraser Health) on health, safety, and security issues (e.g., providing swipe cards, arming of areas, safety drills, etc.).
    • Work to ensure a safe, well-maintained, and healthy building environment.
    • Ensure that all residents abide by bedbug protocols.
  • Community Engagement:
    • Participate in marketing of the Phoenix Centre and Supporting Housing programs, and promote community involvement in the programs.
    • Maintain a thorough knowledge of social, economic, recreational, and educational resources in the community.
Qualifications:
  • Post-secondary diploma (e.g., 2 to 3 years) in counselling, social work, community services, or equivalent.
  • 1 to 3 years of experience in an admissions setting and working with marginalized populations, substance use services, mental health, corrections, etc., or equivalent.
  • Satisfactory completion of a Criminal Records Check with vulnerable sector screening is required.
  • Satisfactory Tuberculosis Screening form is required.
  • Satisfactory completion of Employee Immunization Record form is required.
  • First Aid Certificate with CPR is required.
  • Valid driver's license is required.
Skills & Knowledge:
  • Knowledge of Windows, Microsoft Word, Excel, and database management systems.
  • Knowledge of and ability to operate standard office equipment, including telephone system, fax machine, photocopier, printer, and computerized building security monitoring system.
  • High level of integrity and dependability with a strong sense of urgency and results-orientation.
  • Strong problem-solving, analytical, and creative skills with the ability to exercise sound judgment and make decisions based on accurate and timely analysis.
  • Strong interpersonal skills and ability to communicate effectively in writing and verbally in English.
  • Demonstrated commitment to the social sector with a passion for the organization's mission is essential.
Competencies:
  • Approach to Work:
    • Demonstrates initiative, flexibility, adaptability, and resourcefulness.
    • Actively seeks and incorporates feedback to inform continuous self-improvement.
    • Sets goals, creates and implements action plans, monitors progress, and evaluates results.
    • Adeptly manages competing tasks and uses time efficiently and effectively.
  • Job Knowledge & quality of Work:
    • High degree of relevant and current job knowledge and skill.
    • Consistently produces accurate, thorough, high-quality work in a timely manner.