Office And Intake Coordinator

The Ottawa Pastoral Counselling Centre (OPC), a Community Ministry of the Anglican Diocese of Ottawa, is looking for an Office and Intake Coordinator. At present, the Centre uses a hybrid model; hence the successful candidate will primarily work remotely and, on occasion, work in our offices. This position is 20 hours per week.

About the OPC

The Ottawa Pastoral Counselling Centre provides professional counselling and psychotherapy services to those who live in Eastern Ontario and Western Quebec. Our main office is located in downtown Ottawa at the Bronson Centre (211 Bronson Avenue).

The Position- Responsibilities:

• Provides administrative support to the Executive Director, our team of therapists, the Board and related Committees;
• Conducts professional structured initial client intake assessments, maintains strict confidentiality, and creates formal intake reports;
• Responsible for establishing a professional and supportive “first contact” for clients wanting to access services; whether by email, in-person, or over the phone;
• Provides and facilitates appropriate internal and external referral services as needed;
• Provides support for the day-to-day operation of OPC including technical support (computer, telephone, fax, emails, web page, e-forms, encrypted platforms etc.);
• Assists with and supports fundraising initiatives;
• Tracks donations received and creates 'thank you' letters and requests for tax receipts to be issued;
• Plans and orders office supplies and equipment;
• Conducts EAP billing submission and tracking;
• Prepares monthly financial reconciliation and issues vouchers and formal invoices for bill payments;
• Creates and issues digital receipts for all clients seen at OPC;
• Works alongside the Executive Director for case assignment and management of day-to-day issues;
• Tracks client payments received and those that are outstanding;
• Creates reports, templates, and forms as needed for the daily operations of OPC;
• Responsible for keeping the physical office organized and presentable for clients

The ideal candidate will have the following skills:

• Skills in using and troubleshooting various different types of computer hardware: use of encrypted external hard drive, general computer and printer/copier/scanner use
• 1–2 years’ experience in using and troubleshooting various different types of computer software, especially Microsoft Word, PowerPoint, Excel, and Adobe Acrobat Pro
• Experience with e-forms and encrypted platform systems (especially Jane and Hushmail) desired, but can be obtained through training in this position
• Proficiency in oral and written communication in English
• Introductory level bookkeeping abilities, at minimum
• Proficiency in using online banking platforms
• Ability to work independently, complete work in a timely fashion, engage in problem-solving, multitasking, and working within deadlines.
• 1-2 years experience in client intake, triage work, addressing sensitive issues, and crisis management (suicide risk, domestic violence, children at risk, substance use, harm to others, )
• Familiarity with the policies and regulations stipulated by the College of Registered Psychotherapists of Ontario (CRPO) and the College of Psychologists of Ontario (CPO) desired, but can be learned on the job in the event of no previous experience
• 1-2 years experience handling personal health information in accordance with privacy legislation
• Ability to understand the urgency of task completion, deadlines, and the need to communicate in a manner which instills confidence and caring
• Very client service-oriented, well-organized and flexible
• An ability to engage with people from a variety of backgrounds and cultures
• An excellent multitasker, with time management skills, and an ability to negotiate relative work priorities on an ongoing basis

Qualifications and Requirements

• Master's level in social services/administration preferred; however, applicants that hold a Bachelor’s Degree in social services/administration or a college diploma in social services/ administration will be considered for this position also.
• The candidate must agree to secure a police vulnerable sector category check and the results must yield a clean record.
• ASIST (Applied Suicide Intervention Skills Training) or equivalent training.
• For the health and safety of everybody and our clients, we require that candidates are COVID-19 vaccinated.
• The centre is currently on remote operations. When the centre is back to its office operations, the candidate agrees to work using a hybrid model.

Submitting your application

Don't just apply for a job, apply for a cause! Click on "Apply for This Job" and submit your application. We'll be reviewing applications as they come in, so don't delay! The successful candidate can start April 1st or on the earliest date of availability.

While all applications will be gratefully received, only individuals selected for further consideration will be contacted. The Anglican Diocese of Ottawa reserves the right to contact individuals and to arrange for interviews at any time.

Our organization is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, age, veteran status, or disability. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Please advise during the search process if you require accommodation by contacting us at hr@ottawa.anglican.ca

Job Type: Part-time

Salary: $26.00-$30.00 per hour

Expected hours: 20 per week

Benefits:

• Company pension
• Dental care
• Employee assistance program
• Extended health care
• Paid time off

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Ottawa, ON K1R 6H5