Evening Office Assistant | Assistant-e de bureau de soir; Ottawa

Position: Evening Office Assistant | Assistant-e de bureau de soir (Ottawa)
Job Title and Details  Office Assistant – Night, Counselling & Psychotherapy Centre
Competition Number: 014-2026
Administrative Unit:
Faculty of Human Sciences, School of Counselling, Psychotherapy & Spirituality
Immediate Supervisor:
Director, Counselling and Psychotherapy Centre
Job Type: Permanent (Unionized)

Work Schedule:

35 hours per week (Monday to Friday, 12:00 p.m. to 8:00 p.m.)
Vacancy: 1
Salary Scale:
Level 4 ($50,230 to $63,006)
Overview  The Counselling and Psychotherapy Centre, founded in 1974, provides Master’s and Doctoral students with practical experience under qualified supervision while offering individual, couple and family psychotherapy services in French and English to the Ottawa‑Gatineau area and surrounding communities. Under the Centre’s Director, the Role provides courteous reception services to clients, students, supervisors and faculty, manages calls and emails, creates and maintains client files, and handles student file documentation.

The incumbent works alone during evening hours and must be prepared to respond safely and effectively to emergencies or client distress, such as suicide threats, in accordance with established policies.

Key Responsibilities  Client Services   Greet faculty, supervisors and students in a courteous and professional manner.
Greet clients, process transactions, and provide receipts.
Refer individuals experiencing crisis to appropriate resources, as needed.
Support students in managing crisis situations with clients according to the Centre’s policy.
Respond safely and effectively to emergencies or potential client distress (e.g., suicide threats) during evening hours.
Communications   Respond to calls and emails related to all facets of activities under the incumbent’s responsibility.
Document relevant interactions with clients in their files.
Redirect communications to appropriate persons in accordance with established policies and procedures.
Write, translate, prepare, and send emails or other forms of communication in French and/or English as requested by the Director.
Schedule communications/emails according to a schedule established by the Director to support the coordination of the internship and other Centre activities.
Office Management   Maintain a clean, organized, and safe workspace.
Ensure daily coordination of front desk activities and effective communication between different work teams.
Track work‑study student assignments as needed.
Train, if needed, employees and work‑study students on work methods, policies and procedures used at the front desk.
Support students and supervisors in scheduling rooms in VALT.
Review VALT routinely to ensure accurate storage space and proper assignment of videos per Centre policies and procedures.
Make changes to appointments or to the records system (VALT) at the request of students or supervisors according to the Centre’s policies and procedures.
Client File Management   Create and maintain client files in the database: open files for new clients, collect and enter client information, schedule an assessment appointment, and ensure accurate billing and contact information.
Maintain the wait list by categorizing clients on the appropriate waiting lists in the database.
Perform periodic telephone follow‑ups for clients waiting for service, and ensure timely discharge of client files per Centre policies and procedures.
Process files to be assigned to students at the request of the Director.
File Management   Conduct monthly reviews of active files to ensure that all clinical notes have been reviewed and signed by supervisors.
Follow up promptly on any outstanding items and monitor compliance with documentation and case‑management standards.
Inform the Centre Director or Manager of significant or recurring issues related to file management or clinical documentation for timely resolution.
Receive and file paperwork related to students’ practicum (supervision contracts, evaluations, external internships, etc.).
Receive, process, and file documents related to students’ direct client contact hours and clinical supervision hours for registration with CRPO.
Transcribe information into a database and follow up on missing documents…