Intake and Referral Secretary

Allianceon; Toronto; On-site; CAD 40,000 - 52,000; Full time

Benefits offered by this job

Group benefits

Vacation leave

Sick leave

Employee assistance program

HOOPP

Job summary

Access Alliance Multicultural Health and Community Services seeks a highly organized Intake & Referral Secretary to join our Community Resource Center. You will serve as the primary contact at the front desk, greeting clients, answering inquiries, and guiding them to appropriate resources addressing social determinants of health.

Working with primary healthcare, social services, and settlement teams, you will manage registrations, screenings, referrals, and scheduling, while maintaining

Qualifications

• Minimum of two years of experience in an administrative/front desk role delivering direct support to clients, visitors, partners, and vendors.
• College Diploma in Office Administration or equivalent experience.

Responsibilities

• Greet visitors and answer/direct incoming phone calls, providing general and program information.
• Assess new client needs, collect registration information, determine service eligibility, and schedule intake appointments.
• Connect ineligible individuals to other CHCS or external services, and liaise between clients and outside agencies.
• Maintain reception area and materials, manage room bookings, and update program brochures.
• Handle data entry (EMR, ICAMS) and assist with electronic systems.
• Prepare monthly program calendars, CRC schedules, statistics, and reports; collaborate with staff.

Skills

Customer service

Communication

De-escalation

Multitasking

Education

College Diploma in Office Administration

Tools

Word

Excel

Outlook

Teams

Desktop publishing

EMR ICAMS

Job description

Access Alliance Multicultural Health and Community Services

Is Artificial Intelligence used for screening or assessment of candidates Yes No

Access Alliance Multicultural Health and Community Services is a Community Health Centre that aims to improve health outcomes for the most vulnerable immigrants, refugees, and their communities. We do this by utilizing the Model of Health and wellbeing, a pro-choice and anti-oppression lens, facilitating access to services and addressing systemic inequities. The Centre envisions a future in which diverse individuals, families and communities experience health equity always.

We are seeking a highly organized, self-motivated Intake & Referral Secretary to provide vital front desk administrative support at the Community Resource Center. Acting as the primary point of contact in a busy community hub, the successful candidate should deliver a warm, welcoming presence, respond to inquiries promptly, and offer an excellent customer service so clients feel comfortable and respected. This role is crucial for navigating service access, assessing client needs, and connecting community members with appropriate resources that address their social determinants of health.

Working closely with our primary healthcare, social services, and settlement teams, the candidate should ensure that a diverse range of administrative tasks is handled smoothly and efficiently. The ideal candidate should thrive in an energized, fast-paced environment, demonstrate a strong commitment to quality, and take proactive initiative to connect diverse community members with the care and support they need.

RESPONSIBILITIES:Client Communications

• Reception & Inquiries: Greet visitors and answer/direct incoming phone calls. Provide general and service-specific program information.
• Intake & Screening: Assess new client needs, collect registration information, determine service eligibility for AAMHCS across all sites, and schedule intake appointments.
• Referrals & Liaison: Connect ineligible individuals to other CHCS or external services, and act as a liaison between clients and outside agencies.

Client-Related Services

• Knowledge & Registration: Maintain up-to-date knowledge of intake criteria across all three sites and register clients accordingly.
• Scheduling: Book appointments requested in person, over the phone, or directly by providers.
• Check-In: Direct all appointment-based clients to the medical reception desk.

Primary Health Care & Program Support

• Facility & Materials Management: Maintain the reception area, manage room bookings, and keep educational displays, information boards, and program brochures stocked and current.
• Administrative & Event Support: Design marketing/informational materials (flyers, brochures), manage program mailing lists, and assist with special initiatives (e.g., flu clinics, community events).
• Information Resources: Maintain a list of culturally and linguistically appropriate community resources and services for clients and staff.
• Data & Systems Support: Handle data entry (EMR, ICAMS), update client information, and assist staff with electronic administrative database systems.

Other Administrative Responsibilities

• Scheduling & Reporting: Prepare monthly program calendars, CRC schedules, statistics, and reports in a timely manner.
• Operations & Collaboration: Perform front- and back-office administrative tasks while collaborating effectively with other support staff.
• Professional Development: Develop an annual work plan with your supervisor, establishing action plans, learning goals, and professional development needs.
• General: Perform other duties as assigned.
• Work Experience: Minimum of two (2) years of experience in an administrative, front desk, and/or customer service role delivering direct support to clients, visitors, partners, and vendors;

Education: College Diploma in Office Administration (or an equivalent combination of education and relevant experience).

• Scheduling Flexibility: Ability to work up to two evening shifts per week and occasional Saturdays

Preferred:

• Community and Client Focus: Demonstrated service to low-income, multi-racial, immigrant, and refugee communities
• Communication and De-escalation: Strong written, verbal, and interpersonal customer service skills, including de-escalation and conflict resolution.
• Community Health Experience: Previous experience working in a Community Health Centre (CHC) or community-based agency setting.
• Self-Direction and Problem Solving: Proactive self-starter and able to problem-solve.
• Technical and Data Proficiency: skilled in office software and web/cloud platforms (Word, Excel, Outlook, Teams, desktop publishing) with 50+ WPM typing speed and reliable data collection/filing skills.

Asset:

• Experience Multilingual Ability: Fluency in a second language.
• Adaptability Organization: Strong organizational and time-management skills; proven ability to thrive under pressure and manage competing priorities.

We offer comprehensive group benefits coverage, annual vacation entitlement, cumulative sick leave entitlement, employee assistance programs. We are a HOOPP employer.

Please be advised that our organization requires all staff, students, and volunteers must be fully vaccinated. Proof of vaccination can be obtained from the Ministry site.

We thank all applicants for their interest but only those selected for an interview will receive acknowledgement. Please note that a criminal background check (Vulnerable sector) will be conducted for this position.

We encourage applications from individuals who reflect the broad diversity of communities we work with, including those from racialized and 2SLGBTQI+ communities.

In accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.

Access Alliance supports a scent-reduced environment. We ask that you avoid wearing heavily fragranced products (ie. perfume, cologne, lotions) when visiting our Community Health Centre.