Intake and Data Coordinator

_Become part of the ADAPT team; the team that makes a difference, supports its employees in their career development and creates a positive environment to work in._

**POSITION: Intake and Data Coordinator**

**LOCATION**: This position is part of the ADAPT hybrid model of operation and is a combination of remote work and in-office

**REPORTS TO**:Adult and Family Services Program Manager

**This position will be classified as a permanent 1.0FTE**

**SUMMARY**
- Co-ordinates the intake process for new ADAPT clients; responds to inquiries for information about ADAPT and other community support programs; schedules and co-ordinates ADAPT counselling services, provides client file management and administrative support as required._

**ESSENTIAL DUTIES AND RESPONSIBILITIES**
- Other duties may be assigned at the discretion of the Program Manager of Director of Operations._
- Client Intake:_
- Assigns new clients to appropriate ADAPT program and counsellor according to needs of clients and schedules of Counsellors
- Completes all intake documentation for new ADAPT clients by inputting required information into the Catalyst computer system
- Co-ordinates new client appointments and schedules of Counsellors by monitoring counsellor’s Outlook calendars
- Assists with contacting clients when counsellor must cancel appointments
- Make reminder calls to clients, including GAIN reminder calls
- Maintain, update & monitor Waitlist on Connex website,
- Ensures that intake information related to Probation and Parole Services clients is received and filed
- Provides new client information for statistical reports as required
- Lead on OneLink e-referrals
- Accept and complete all referrals in system
- Call and schedule clients
- Client File Management:_
- Assists Counsellors with client file management, including, but not limited to, the creation of new files, deactivation and storage of files for discharged clients, to ensure completeness of non-clinical content, according to established standards
- Office/Reception:_
- Greets individuals visiting ADAPT and acts as the initial contact for all inquiries about ADAPT, responding to telephone and walk-in inquiries for information about ADAPT and other related programs
- Performs general office duties, such as answering phones, distributing incoming mail, faxing, photocopying and filing
- Monitors office equipment/services and informs the Office Coordinator of issues and service requirements
- Monitors inventory of general office supplies, informing the Office Coordinator of shortages
- Responsible for opening the office each morning and ensures office is secure at the end of the day, ensures reception & meeting rooms are kept tidy, professional and inviting for clients
- Monitors and manages office and meeting rooms bookings, assisting staff when necessary
- Administrative:_
- Assists in the development of best practices and maintains a procedure manual for this role
- Carries out special projects, as required
- Must follow ADAPT confidentiality guidelines
- When required, will substitute for other administrative personnel (refer to other administrative Position Descriptions as appropriate

**Job Specification**
- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the minimum knowledge, skills, and/or abilities required to enter the position._

**EDUCATION**
- College diploma or university degree in an administrative field, social services or equivalent or an equivalent combination of education and experience;
**LICENSES, CERTIFICATIONS AND CREDENTIALS**
- Non-violent crisis intervention, First Aid, CPR and ASIST certifications are assets;
**RELATED WORK EXPERIENCE**
- 1 to 3 years of experience in a related intake/ administrative role;
- Experience in a healthcare environment an asset;
- Experience in or/ and knowledge of managing social media campaigns;
**REQUIRED SKILLS AND KNOWLEDGE**
- LANGUAGE / COMMUNICATION SKILLS: Ability to read and interpret documentation such as client files, operating instructions, procedures manuals and reports. Ability to effectively present information in writing and verbally. Ability to communicate effectively with clients and employees at all levels within the organization. Strong listening skills.
- MATHEMATICAL SKILLS: Ability to perform accurate calculations using basic arithmetic concepts of addition, subtraction, division, multiplication, whole numbers, fractions and decimals. Ability to perform basic statistical analysis.

**PERSONALITY TRAITS**
- Ability to resolve problems involving a large number of variables in standardized situations
- Ability to deal with administrative and ‘people’ challenges;
- Attention to detail, very organized, able to work independently as well as part of a team;
- Good people skills, compassionate and empathetic and able to work under stress;
**COMPUTER SKILLS**
- Good knowledge of and experienc