Intake Administrator

Pinecrest-Queensway Community Health Centre; Ottawa; On-site; CAD 32,000 - 38,000; Full time

Benefits offered by this job

4 weeks vacation plus other leave entt

Extended Health benefits

Flexible Health & Wellness Spending

HOOPP

Job summary

Pinecrest-Queensway Community Health Centre in Ottawa, Ontario, is seeking a bilingual Intake Administrator to process referrals and support System Navigators in helping clients access health, social and community services.

The role requires strong organizational and communication skills, fluency in English and French, and a commitment to confidentiality. You will work with Allied Health teams and partners to maintain records and coordinate client intake and scheduling.

Qualifications

• Bilingual English/French required; fluency in additional languages a plus.
• Diploma or certificate in Office Administration, Health Administration or related field.
• 2–4 years administrative experience, preferably in healthcare/social services.
• Strong organization, time management and communication skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Process internal and external referrals for Allied Health Services.
• Provide administrative support to System Navigation team (calendars, meeting coordination, logistics).
• Prepare, format and distribute documents, reports and correspondence.
• Maintain organized digital and physical filing systems; manage client records.
• Coordinate onboarding of new staff and team resources.
• Greet clients, support intake processes and enter information into databases.
• Schedule client appointments and follow-ups; respond to inquiries.
• Maintain service tracking tools and assist with data collection and reporting.
• Coordinate meetings and partner engagements; track action items.

Skills

Bilingual English/French

Strong organizational skills

Excellent verbal and written comms

Attention to detail

Discretion with sensitive information

Education

Diploma or certificate in Office Administration/Health Administration

Tools

Microsoft Office Suite

Databases/Client management systems

Job description

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

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
  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
  • 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