Intake Administrator (Bilingual)

Job Title:                              Intake Administrator (Bilingual)Department:                      Integrated HealthcareStatus and Hours:          Regular Full-Time (35h/wk) Pay scale:                             $23.364 to $27.489/hReports to:                           Clinical Manager, Primary CareDeadline:                              Until Filled

Benefits include:

4 weeks vacation plus other leave entitlements

Extended Group Health benefits

Flexible Health & Wellness Spending Account

HOOPP

This position is an existing vacancy. 

Who are we?  Pinecrest-Queensway Community Health Centre is an innovative, community-based, multi-service centre. We strive to meet the needs of the diverse communities we serve. We work in partnership with individuals, families, and communities to achieve their full potential, paying particular attention to those who face barriers to care due to race, gender, income and/or ability. PQCHC is an equal opportunity employer and values diversity in its workforce. If at any stage in the selection process, you require accommodation due to a disability, please let us know the nature of the required accommodation.

Job Summary  

The Intake Administrator processes internal and external referrals for Allied Health Services at PQCHC. This role also provides comprehensive administrative and coordination support to a team of System Navigators who assist clients in accessing health, social, and community services. The Intake Administrator plays a critical function in ensuring smooth day-to-day operations, supporting client intake, referrals, documentation, coordinating schedules, and maintaining accurate records and data systems. Working in a dynamic, client-centred environment, the Intake Administrator acts as a key liaison between the Allied Health teams, internal departments, and external partners. The role requires strong organizational and communication skills, sound judgment, and the ability to manage multiple priorities while maintaining confidentiality and a high standard of service.

Job Specific Responsibilities

Administrative & Operational Support

Process internal and external referrals for Allied Health Services

Provide day-to-day administrative support to the System Navigation team, including calendar management, meeting coordination, and logistics

Prepare, format, and distribute documents, reports, and correspondence

Maintain organized digital and physical filing systems

Support onboarding of new staff and coordination of team resources

Client Intake & Coordination

Greet clients in a welcoming, patient, non-judgemental fashion, on arrival for appointments

Support client intake processes, including receiving referrals, collecting required documentation, and entering information into databases

Respond to general inquiries from clients and partners, redirecting as appropriate

Assist in scheduling client appointments and follow-ups

Ensure client records are accurate, complete, and up to date

Data Management & Reporting

Maintain and update client information systems and service tracking tools

Support data collection, basic analysis, and report generation for program monitoring and evaluation

Ensure data integrity and compliance with organizational and privacy standards

Team & Partner Coordination

Act as a point of contact for internal teams and external service providers

Coordinate meetings, case conferences, and partner engagements

Track action items and follow up on deliverables as needed

Logistical Support

Assist with supply tracking and management

Support event logistics, workshops, or community outreach activities as required

Confidentiality & Compliance

Handle sensitive client and organizational information with a high level of confidentiality

Ensure compliance with privacy legislation, organizational policies, and documentation standards

Qualifications 

Education & Experience

Diploma or certificate in Office Administration, Business Administration, Health Administration, or a related field

2–4 years of experience in an administrative role, preferably in healthcare, social services, or a community-based setting

Bilingual essential (English and French). Fluency in any other language would be an asset

Skills & Competencies

Strong organizational and time management skills with the ability to manage competing priorities

Excellent verbal and written communication skills

High attention to detail and accuracy in data entry and documentation

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with databases or client management systems (e.g., PS Suites)

Ability to work independently and collaboratively in a team environment

Demonstrated ability to handle sensitive information with discretion

Assets

Experience supporting system navigation, case management, allied health or client service teams

Knowledge of community resources and social service systems

Valid First Aid and CPR (level C) required