Intake and Service Coordinator

**Intake and Service Coordinator**

**Location**: Toronto, ON - 145 Main Street (Upper Beaches)
**Position Type**: Full-Time Employee (Hybrid: in-office & remote)
**Salary Range**: $50,000-$65,000 annually + Benefits

**About Us**

At Willow Tree Mind & Wellness, we are a multi-disciplinary children’s centre offering **mental health, child development, educational, and behavioural services**. Our multi-disciplinary team of clinicians collaborate to provide holistic, neurodivergent-affirming care to our clients and families.

We are seeking a compassionate and skilled **Intake and Service Coordinator** — a role that combines **client intake and service coordination, office administration, and operational responsibilities**. This position is ideal for someone who enjoys working with families while also taking initiative to strengthen systems, documentation, and processes that support a growing organization.

**Position Overview**:
The Intake and Service Coordinator will be the first point of contact for many families and will play a key role in ensuring services are well-coordinated, efficient, and family-centered.

We are looking for a compassionate and skillful Coordinator that can bring clinical experience to our operational team, providing families with quality services from intake to discharge

**Key Responsibilities**:
**Service Coordination**
- Act as the **first point of contact** for families seeking services.
- Maintain professionalism and empathy when parents disclose challenging scenarios involving their children.
- Provide families with informed guidance about program and service options that may be the best fit for their child’s needs.
- Complete intake documentation and match families to appropriate clinicians and services (Individual and/or group based).
- Coordinate scheduling and monitor caseload flow across services.
- Ensure families experience smooth and consistent onboarding.
- Sign client service agreements and track their renewals to ensure continuity of services without interruption.

**Operations & Administration**
- Ensure accurate and organized documentation for all clients.
- Maintain clean, up-to-date records in our Electronic Management System (Juvonno) and Google Workspace.
- Setup client profiles and ensure information is up to date for clinicians.
- Develop templates, forms, and processes to streamline workflows.
- Support data entry and tracking to inform reporting (Grants, KPIs, etc.)
- **Contribute to the creation and continuous improvement of organizational systems and processes.**:

- Use project management tools such as Trello and Notion to manage ongoing projects, workflows and improve systems
- Use Google workspace apps such as: Google Sheets, google docs, Gmail and Google Calendar for day to day operations.
- Assist with centre-based operations such as inventory tracking, supply management, and supporting the day-to-day functioning of the office environment.

**HR & Onboarding**
- Support the Operations Manager in employee onboarding and HR-lite processes such as compliance and training records.
- Maintain employee documentation and record-keeping.
- Assist with new staff onboarding (forms, logins, checklists, documentation).

**Team & Systems Support**
- Lead or co-lead regular check-ins related to scheduling, client flow, or onboarding.
- Collaborate with the Operations Manager and Clinical Services Manager to strengthen intake, scheduling, and documentation systems.
- Support a culture of **collaboration, initiative, and continuous improvement** across the team.

**Education and Background**:

- **Education and experience in a clinical field such as**: Psychology, Social Work, Early Childhood education, Child and youth studies, Applied Behaviour Analysis or equivalent field will also be considered.
- Diploma or Bachelors Degree in Medical office administration, business management, or related field will be considered, though we would **prefer applicants with a clinical background.**If you have strong operational and admin skills we still encourage you to apply.
- Preference for applicants with experience working with children and youth ideally in a clinical or educational setting (mental health, child development or ABA therapy) active status of Registered Social Worker (RSW) is considered an asset.
- **1+ years of experience working with children with autism, ADHD, special needs, and their families**.
- **1+ year of experience in a clinical therapy setting** (mental health, ABA, therapy centre, or similar).
- **3+ year of experience in an administrative, operational, intake, or coordinator role** with service coordination, scheduling, and office administration.
- Knowledge of healthcare services such as ABA, mental health or therapy based services is an asset.
- Experience in Case Management an asset.
- Strong experience with operational and administrative skills are required.

**Other Skills and Qualifications**:

- **A people person** - This is a Family Facing