Intake Administrator; Bilingual

Position: Intake Administrator (Bilingual)
Job Title:

Intake Administrator (Bilingual)
Department:  Integrated Healthcare
Status and

Hours:

Regular Full-Time (35h/wk)
Pay scale:  $23.364 to $27.489/h

Reports to:

Clinical Manager, Primary Care
Deadline:  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 s 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,…