JOB TITLE: Central Intake administrator

ACCOUNTABLE TO: Program Managers- Norfolk and Haldimand

CLASSIFICATION: Union

Status: Part-Time, Contract- Possibility to go Permanent.

JOB SUMMARY:

The Central Intake administrator is responsible for managing the intake and reactivation of clients across H-NCSSS programs. The position serves as the primary point of contact for new clients and clients returning to service, determines eligibility, completes intake assessments, establishes client files and service requests, and ensures appropriate referrals to H-NCSSS programs.

The Central Intake administrator maintains accurate and up-to-date client information, collects required consents, tracks intake activity and provides coverage and overflow support to Client Service Administrators as required.

GENERAL RESPONSIBILITIES

· Provides accurate, timely and client-focused intake and administrative support across H-NCSSS programs.

· Participates as a member of the client services team while working independently.

· Demonstrates a high level of accuracy, organization and attention to detail.

· Provides exceptional client/customer service and communicates respectfully with clients, families, caregivers and staff.

· Maintains client confidentiality and handles personal information in accordance with H-NCSSS policies and applicable privacy requirements.

· Follows H-NCSSS policies, procedures and established intake processes.

· Supports continuous quality improvement and identifies opportunities to improve intake and service processes.

· Uses appropriate systems and databases to maintain accurate client records and service information.

· Seeks guidance from the Program Manager or designate in complex, sensitive or crisis situations.

SPECIFIC RESPONSIBILITIES

· Client Intake & Service Coordination

· Manage telephone calls and inquiries from new clients and clients requesting reactivation of services.

· Determine client eligibility for H-NCSSS services in accordance with program requirements.

· Receive and review new client referrals,



including CareDove referrals.

· Create and maintain new client files in AlayaCare and other required systems.

· Complete client intake assessments and gather information required for applicable H-NCSSS programs.

· Review available programs and services with clients and identify programs for which the client may be eligible or interested.

· Create initial service requests and establish applicable services in AlayaCare.

· Complete internal referrals to the Client Service Administrator or appropriate staff associated with each program.

· Collect and document all required client consents and intake information.

· Conduct and document re-assessments for inactive clients returning to service.

· Complete periodic client information updates and maintain accurate, current client records.

· Ensure all intake documentation is completed accurately and in a timely manner.

· Maintain appropriate follow-up with clients and internal staff to support a smooth transition from intake to service delivery.

Client Service Administrator Support

· Provide vacation coverage, overflow and administrative support to Client Service Administrators as required.

· Assist with client service inquiries and routine administrative tasks during periods of CSA absence or increased workload.

· Support continuity of client services by ensuring appropriate information is documented and communicated to the appropriate staff.

· Data, Reporting & Administration

· Collect, maintain and report monthly intake statistics.

· Maintain accurate intake, referral, reactivation and service request records.





· Complete data entry and documentation in AlayaCare and other required systems.

· Prepare reports or information related to intake activity as requested by the Program Manager.

· Maintain organized and up-to-date electronic and administrative records.

JOB REQUIREMENTS

· Diploma/degree in business administration or administrative support.

· Minimum of 2 years of relevant administrative, client service, intake or health/community service experience.

· Experience working with databases, electronic client records and Microsoft Office applications.

· Strong organizational, communication and interpersonal skills.

· Ability to gather information accurately and assess client needs within established program criteria.

· Ability to manage multiple priorities and work effectively in a fast-paced workplace.

· Demonstrated ability to maintain confidentiality and handle sensitive client information.

· Ability to work independently while contributing effectively to a team environment.

· Knowledge of H-NCSSS programs and community-based services for seniors and adults with disabilities is an asset.

ROLE REQUIREMENTS

· Demonstrates exceptional client/customer service and professional communication.

· Maintains a high level of accuracy in client intake, documentation and data entry.

· Ability to work with seniors, caregivers, families, volunteers and internal staff in a respectful and compassionate manner.

· Ability to manage confidential information appropriately.

· Ability to work independently and collaboratively within a team management model.

· Meets deadlines and maintains priorities in a changing work environment.

· Valid Ontario driver's licence and access to reliable transportation, where required by the position.

Pay: From $21.94 per hour

Expected hours: 21.0 per week

Benefits

- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Vision care

Experience:
- Administrative: 2 years (preferred)

Work Location: In person

📌 Central Intake administrator (Simcoe)
🏢 Haldimand-Norfolk Community Senior Support Services
📍 Simcoe