Intake &Administrative Coordinator - Integrated Seniors Hub

TEEMA Solutions Group; Mississauga; On-site; CAD 40,000 - 60,000; Full time

Job summary

A senior care organization in Peel Region is looking for an Intake & Administrative Coordinator to connect older adults with essential programs and services. Responsibilities include client scheduling, maintaining records, and enhancing service delivery in a compassionate environment. The ideal candidate has a degree in social services and relevant experience in client services.

Qualifications

• 2-3 years of relevant experience in an intake or client services role, preferably within healthcare.
• Strong organizational and time management skills with attention to detail.
• Knowledge of age-friendly practices and local community resources is an asset.

Responsibilities

• Serve as the primary point of contact for seniors and their caregivers.
• Schedule clients into wellness programs and coordinate service delivery.
• Maintain accurate records of client interactions and track KPIs.

Skills

Interpersonal skills

Communication skills

Organizational skills

Time management

Proficiency with technology

Collaboration

Education

University degree or Community College Diploma in social services

Tools

Client databases

Scheduling systems

Spreadsheets

Virtual communication tools

Job description

Partners Community Health’s Integrated Seniors Hub is dedicated to providing comprehensive and compassionate care for seniors, ensuring they live their lives with dignity, independence, and purpose. Our hub offers a holistic approach to senior care, integrating a variety of community-based services and programs designed to address the physical, emotional, social, and nutritional needs of our residents.

Position Overview:

The Intake & Administrative Coordinator at the Integrated Seniors Hub plays a vital role in connecting older adults with the programs, services, and supports they need for healthy aging, aging in place and aging in community. As the first point of contact for clients, caregivers, and community partners, the Intake &Administrative Coordinator provides a welcoming, responsive, and client-centred experience. This role is responsible for booking clients into appropriate programs and activities, tracking participation and outcomes, and supporting the overall coordination of services across the Hub.

Key Responsibilities and Activities:

Serve as the primary point of contact for seniors and their caregivers accessing the Hub.

Provide a warm, respectful, and culturally sensitive welcome to all clients.

Explain available services and help identify appropriate programs based on client needs and goals.

Schedule clients into wellness programs, social activities, health services, and support groups.

Coordinate with internal teams and external partners to ensure seamless service delivery.

Manage waitlists and follow-up communications as needed.

· Data Entry & KPI Tracking:

Maintain accurate records of client interactions, attendance, and service usage.

Track and report on key performance indicators (KPIs), including:

Number of new intakes completed

Program participation and attendance rates § Referral completion rates

Client satisfaction and feedback

Follow-up and re-engagement rates

Ensure all client records are securely maintained and comply with privacy regulations.

Support intake assessments and referrals in collaboration with interdisciplinary team members.

Assist with reporting requirements, program evaluations, and continuous quality improvement efforts.

Qualifications:

Education

· University degree and/or Community College Diploma in social services or related field; ·

Qualifications & Experience

· 2–3 years of relevant experience in an intake or client services role, preferably within healthcare, social services, or community-based programs serving older adults.

· Exceptional interpersonal and communication skills, with a demonstrated ability to engage clients using a compassionate, client-centered approach.

· Strong organizational and time management skills, with keen attention to detail and the ability to manage multiple priorities effectively.

· Proficiency with technology, including scheduling systems, client databases, spreadsheets, and virtual communication tools.

· Collaborative mindset, with the ability to work effectively within an interdisciplinary, team-oriented environment.

· Knowledge of age-friendly and dementia-friendly practices, as well as familiarity with local community resources and support services, is considered an asset.

Working Conditions:

· Office-based role within a healthcare environment, involving regular interaction with clients, caregivers, and multidisciplinary team members.

· Primarily sedentary work, requiring extended periods of sitting and computer use.

· Fast-paced setting that may involve managing multiple tasks and priorities simultaneously. · Occasional need to adapt to changing client needs or team schedules.