Intake and Data Coordinator

ADAPT - Oakville, ON (30+ days ago)

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ADAPT (Halton Alcohol Drug and Gambling Assessment Prevention and Treatment Services) is one of the largest and most diversified treatment agencies in Ontario. We offer a full spectrum of services to clients experiencing concerns with addictions, mental health or concurrent disorders, as well as to their families and loved ones.

Become part of the ADAPT team; the team that makes a difference, supports its employees in their career development and creates a positive environment to work in.

POSITION: Intake and Data Coordinator

TERM: 1.0FTE; fixed-term (start date: November 2019; end date: January 2021)

LOCATION: Halton ADAPT offices, with office-base in Oakville


Co-ordinates the intake process for new ADAPT clients; responds to inquiries for information about ADAPT and other community support programs; schedules and co-ordinates ADAPT counselling services, provides client file management and administrative support as required.


Client Intake:

  • assigns new clients to appropriate ADAPT program and counsellor according to needs of clients and schedules of Counsellors
  • completes all intake documentation for new ADAPT clients by inputting required information into the Catalyst computer system
  • co-ordinates new client appointments and schedules of Counsellors by monitoring counsellor’s Outlook calendars
  • assists with contacting clients when counsellor must cancel appointments
  • assembles Intake Packages for new clients, and ensures adequate inventory of packages
  • maintain, update & monitor Waitlist on Connex website, responding to Connex enquires
  • contacts registrants to confirm attendance for intake groups and family day workshops
  • ensures that intake information related to Probation and Parole Services clients is received and filed
  • provides new client information for statistical reports as required

Client File Management:

  • assists Counsellors with client file management, including, but not limited to, the creation of new files, deactivation and storage of files for discharged clients, to ensure completeness of non-clinical content, according to established standards
  • assists counsellors with tracking and recording group attendance as needed
  • ensure client files are properly stored and maintained according to agency policy and procedures
  • process requests for terminated file retrieval from off-site storage facility and assists Information & Data Management Coordinator with yearly processes for terminated files
  • acts as a liaison between counsellors and other administrative staff with respect to file management issues
  • co-ordinates and assists with the collection of client surveys for various reports as required


  • greets individuals visiting ADAPT and acts as the initial contact for all inquiries about ADAPT, responding to telephone and walk-in inquiries for information about ADAPT and other related programs
  • performs general office duties, such as answering phones, distributing incoming mail, preparing and sending outgoing mail/courier packages, faxing, photocopying and filing
  • monitors office equipment/services and informs the Office Coordinator of issues and service requirements
  • monitors inventory of general office supplies, informing the Office Coordinator of shortages
  • manages and is responsible for the office petty cash
  • assembles and sends out brochures and information packages as required
  • responsible for opening the office each morning and ensures office is secure at the end of the day, ensures reception & meeting rooms are kept tidy, professional and inviting for clients
  • monitors and manages office and meeting rooms bookings, assisting staff when necessary


  • monitors ADAPT’s website general mailbox, responding to client intake enquires or directing incoming email to appropriate staff
  • collect payment from clients for legal letters or donations, prepare receipts for payment
  • assists in the development of best practices and maintains a procedure manual for this role
  • carries out special projects, as required
  • must follow ADAPT confidentiality guidelines
  • when required, will substitute for other administrative personnel (refer to other administrative Position Descriptions as appropriate)

Other duties may be assigned at the discretion of the Information & Data Management Coordinator or Manager, Finance and Administration

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the minimum knowledge, skills, and/or abilities required to enter the position.

  • EDUCATION and/or EXPERIENCE: College diploma or university degree in an administrative field, social services or equivalent, and 1 to 3 years of experience in a related intake/ administrative role or an equivalent combination of education and experience; experience in a healthcare environment would be preferred.
  • LANGUAGE / COMMUNICATION SKILLS: Ability to read and interpret documentation such as client files, operating instructions, procedures manuals and reports. Ability to effectively present information in writing and verbally. Ability to communicate effectively with clients and employees at all levels within the organization. Strong listening skills.
  • MATHEMATICAL SKILLS: Ability to perform accurate calculations using basic arithmetic concepts of addition, subtraction, division, multiplication, whole numbers, fractions and decimals. Ability to perform basic statistical analysis.
  • COMPUTER SKILLS: Good knowledge of and experience with database management in a healthcare setting with some knowledge of health information systems. Ability to use common office administration software, such as MS Office. Ability to learn new computer applications and software.
  • REASONING ABILITY: Ability to apply understanding, based on experience, to carry out instructions given in written or oral form. Ability to resolve problems involving a large number of variables in standardized situations. Ability to deal with administrative and ‘people’ challenges.
  • PERSONAL ATTRIBUTES: Attention to detail, very organized, able to work independently as well as part of a team, good people skills, compassionate and empathetic and able to work under stress.
  • PERSONAL TRANSPORTATION: Regular access to a dependable vehicle is required.
  • DEVELOPMENTAL EXPECTATIONS: As technology evolves, and as ADAPT modifies operating practices, employees will be required to upgrade their skills and knowledge to keep pace with those changes. The employee in this position will be expected to take advantage of training opportunities, as required.

ADAPT is a respectful, caring and inclusive workplace committed to Employment Equity. We welcome diversity in the workplace, and encourage applications from all qualified individuals including members of visible minorities, aboriginal persons, and persons with disabilities. We will provide accommodations throughout the recruitment and selection and/or assessment process to applicants with disabilities. Applicants need to make their accommodation needs known when contacted.

Job Types: Full-time, Contract