Receptionnist

Saint Paul University; Ottawa; On-site; CAD 47,000 - 58,000; Full time

Job summary

Saint Paul University in Ottawa, Ontario, invites applications for the Director, Counselling and Psychotherapy Centre, overseeing client services and administrative operations of the centre.

Under supervision of the Center Director, the incumbent provides courteous reception, manages records in the database, answers calls and emails, and ensures confidentiality and policy compliance within a bilingual environment.

Qualifications

• College diploma of at least 2 years in administration or related field.
• Administrative experience of at least 2 years in the mental health, health, or related field.
• Advanced bilingualism (English and French) both orally and in writing.
• Excellent interpersonal skills.
• Organized, able to work under pressure and at a fast pace.
• Advanced knowledge of Microsoft Office suite (Word, Excel, Outlook) and ability to quickly learn new software (Jane, VALT, etc.).

Responsibilities

• Provide courteous and professional reception service to clients, students, supervisors, and professors; answering or redirecting calls and emails; creating and maintaining client records.
• Direct individuals in crisis to appropriate resources as needed.
• Communicate with the center staff; document interactions in client files.
• Maintain a clean, organized, and safe workspace and coordinate with the evening office assistant.
• Train new employees in work methods and reception policies and procedures.

Skills

Bilingual English/French

Office administration

Microsoft Office

Communication skills

Organizational skills

Education

College diploma in administration

Tools

Microsoft Office Suite

Jane

VALT

Job description

School of Counselling, Psychotherapy and Spirituality

Counselling and Psychotherapy Centre

Director, Counselling and Psychotherapy Centre

Job Type:

Work Schedule:

35 hours per week

Salary Scale:

Level 3 – ($ 46, 649 – $ 58, 476)

In this document, the masculine pronoun is used without discrimination and only for conciseness.

Saint Paul University (1848) is the founding college of the University of Ottawa, with which it has maintained a federated relationship since 1965. Bilingual and on a human scale, it has more than 1,000 students. It offers programs in Social Communication, Counselling and Psychotherapy, Canon Law, Public Ethics, Conflict Studies, Theology, Human Relations, Transformative Leadership and Spirituality, and Social Innovation. Saint Paul University offers an environment conducive to professional growth and competitive benefits.

Saint Paul University is known for its integration of learning and research with social engagement, resulting in a unique student experience. It participates in dialogue on contemporary issues and is committed to social justice.

SUMMARY

The Counseling and Psychotherapy Centre was founded in 1974 with the aim of: 1- offering Master's and Ph.D. students in counseling and spirituality the opportunity to apply the knowledge and skills acquired with clients, in a formative setting and under the supervision of qualified professionals; and 2- providing individual, couple, or family psychotherapy services, in French and English, to the Ottawa-Gatineau community.

Under the supervision of the Center Director, the incumbent is responsible for providing courteous and professional reception service to clients, students, supervisors, and professors; answering or redirecting calls and emails; and creating and maintaining client records.

Due to the nature of the services offered at the Counseling Center, the incumbent must closely adhere to the policies and procedures of the Center (especially regarding confidentiality), the practice standards of the Ontario College of Registered Psychotherapists (CRPO), and applicable provincial and federal laws.

KEY RESPONSIBILITIES

Customer Service:

• Greet professors, supervisors, and students courteously and professionally.
• Welcome clients, process transactions, provide receipts.
• Direct individuals in crisis to to the appropriate resources as needed.
• Support students when managing crisis situations with clients in accordance with the Centre's policy and procedures.

Communications:

• Respond to calls and emails related to all aspects of assigned activities. Document relevant interactions with clients in their file.
• Redirect communications to appropriate individuals, in accordance with current policies and procedures.

Office Management:

• Maintain a clean, organized, and safe workspace.
• Ensure good communication with the evening office assistant to coordinate daily reception activities.
• Train, if necessary, new employees in work methods and reception policies and procedures.

Creating and Maintaining Client Records in the Database:

• Open files for new clients: provide information about our services, collect and record client information in the client profile and file, schedule an assessment appointment (call triage). Ensure collected information is accurate, including billing information.
• Keep the waiting list up to date: categorize clients on appropriate waiting lists in the database.
• Ensure periodic telephone follow-ups for clients waiting for service according to Center policies and procedures.
• Process files to be assigned to students at the request of management.
• Review files to be closed or canceled and process them according to established procedures.
• Make changes to appointments and/or recording systems at the request of students or supervisors according to Centre policies and procedures.

General:

• Ensure confidentiality and protection of clients' and students' personal health information by complying with institutional policies and procedures.
• Ensure compliance with Centre policies and procedures, and, if necessary, intervene immediately with clients, students, professors, and supervisors when policies and procedures are not followed. Report these situations to the Centre Manager for follow-up as needed and/or propose individual or collective follow-ups/reminders.
• Inform the Centre Manager of client complaints or student behavioral issues.
• Share session recordings in VALT with faculty or supervisors, as requested.
• Schedule supervision meetings in VALT as requested.
• Update VALT database in accordance with Centre policies and procedures.

Others:

• Assist the centre director with special projects and other administrative tasks, as needed.

EDUCATION, EXPERIENCE AND KNOWLEDGE

• College diploma of at least 2 years in administration or a related field. Equivalent work experience will be considered.
• Administrative experience of at least 2 years in the mental health, health, or related field.
• Good knowledge of current administrative practices and procedures.
• Advanced level of bilingualism (English and French) both orally and in writing.
• Good oral and written communication skills.
• Organized, ability to work under pressure and at a fast pace.
• Sense of responsibility and confidentiality.
• Excellent interpersonal skills.
• Advanced knowledge of Microsoft Office suite (Word, Excel, Outlook) and ability to quickly learn new software (Jane, VALT, etc.).
• Suicide prevention training (ASIST training) is an asset.

Interested candidates are requested to submit an online application at Job Openings (ustpaul.ca) by September 15, 2026 at 11:59 p.m.

We thank all applicants for their interest in this position. We will be contacting only those candidates who have been chosen for the next step of the selection process.

We are committed to ensure employment equity and we encourage the participation of all individuals eligible to work in Canada. If your application is successful and you require accommodation during the selection process, please notify us if you are contacted for an interview. Your personal information is protected under the provisions of the Privacy Act.