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

JOB TYPE:Full-time, Fixed Term Contract

CONTRACT LENGTH: 6 Months

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:

• Assists with contacting clients when counsellor must cancel appointments
• Provides new client information for statistical reports as required
• Assigns new clients to appropriate ADAPT program and counsellor according to needs of clients and schedules of Counsellors
• Maintain, update & monitor Waitlist on Connex website,
• Accept and complete all referrals in system
• Co-ordinates new client appointments and schedules of Counsellors by monitoring counsellor’s Outlook calendars
• Completes all intake documentation for new ADAPT clients by inputting required information into the Catalyst computer system
• Lead on OneLink e-referrals
• Call and schedule clients
• Ensures that intake information related to Probation and Parole Services clients is received and filed
• Make reminder calls to clients, including GAIN reminder calls

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:

• 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
• Performs general office duties, such as answering phones, distributing incoming mail, faxing, photocopying and filing
• 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
• Monitors office equipment/services and informs the Office Coordinator of issues and service requirements
• Monitors and manages office and meeting rooms bookings, assisting staff when necessary
• Monitors inventory of general office supplies, informing the Office Coordinator of shortages

Administrative:

• Assists in the development of best practices and maintains a procedure manual for this role
• When required, will substitute for other administrative personnel (refer to other administrative Position Descriptions as appropriate
• Must follow ADAPT confidentiality guidelines
• Carries out special projects, as required

Job Specifications

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

• Experience in a healthcare environment an asset;
• Experience in or/ and knowledge of managing social media campaigns;
• 1 to 3 years of experience in a related intake/ administrative role;

REQUIRED SKILLS AND KNOWLEDGE

• 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.
• 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.

PERSONALITY TRAITS

• Attention to detail, very organized, able to work independently as well as part of a team;
• Ability to apply understanding, based on experience, to carry out instructions given in written or oral form;
• Ability to resolve problems involving a large number of variables in standardized situations
• Ability to deal with administrative and ‘people’ challenges;
• Good people skills, compassionate and empathetic and able to work under stress;

COMPUTER SKILLS

• Good knowledge of and experience with database management in a healthcare setting with some knowledge of health information systems.
• Ability to learn new computer applications and software.
• Ability to use common office administration software, such as MS Office.

Work Conditions

• Manual dexterity required to use desktop computer and peripherals.
• Various physical actions of mobility are required (minimal lifting, sitting for periods of time, moderate wrist motions).
• Working in a busy office environment with frequent interruptions;

TRANSPORTATION

• To successfully fulfill duties of the role, current valid driver's licence and regular access to a dependable vehicle is required.

DEVELOPMENTAL EXPECTATIONS

As technology evolves, and as ADAPT modifies operating practices, employees will be required to upgrade their skills and knowledge to keep pace with those changes. The employee in this position will be expected to take advantage of training opportunities, as required.

ABOUT US

ADAPT (Halton Alcohol Drug and Gambling Assessment Prevention and Treatment Services) is one of the largest and most diversified treatment agencies in Ontario. We offer a full spectrum of services to clients experiencing concerns with addictions, mental health or concurrent disorders, as well as to their families and loved ones.

At ADAPT we are committed to building a warm, inclusive, and diverse environment. We believe that our employees are our greatest asset; that they will do their best work when they feel supported and empowered. That is why we offer an attractive compensation and benefits package.

You may be a great candidate even if you don’t have everything listed above. We believe in growth and curiosity. If you have some of these qualities and believe this is the position that will make you excited, then we want to hear from you!

At ADAPT, we strive to be an equitable and inclusive employer. Our commitment to equity is grounded in an institution-wide commitment to achieving a working, environment that is free of discrimination and harassment.

ADAPT seeks candidates from First Nations, Métis and Inuit, racialized and LGBTQ2S+ communities, women, and people with disabilities (including people who have experienced mental health and substance use challenges).

We encourage people from all backgrounds to apply to our positions.

All new hires must be fully compliant with our COVID-19 Vaccination Policy as a condition of employment with ADAPT. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, ADAPT will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

We thank all those who apply but only those individuals selected for further consideration will be contacted.

Job Type: Full-time, Fixed term contract

Contract Length: 6 months

Benefits:

• Company events
• Paid time off
• Work from home
• Wellness program

Schedule:

• Monday to Friday

Ability to Commute/Relocate:

• Burlington, ON L7R 3N2: reliably commute or plan to relocate before starting work (required)

Work Location: Hybrid remote in Burlington, ON L7R 3N2