Intake and Administrative Assistant

We are a dynamic community-based health centre promoting social justice and health equity in the Regent Park neighbourhood and east downtown area of Toronto. We operate out of several locations and provide a wide variety of services including: primary health care, chiropody, physiotherapy, health promotion, social work, community health, immigrant and refugee services, housing assistance, harm reduction and homeless programs, Pathways to Education for high school students, infant and child development programs, parenting education and family advocacy.


Intake and Administrative Assistant

Permanent, Full time - 35 hours per week

Salary Range: $21.68 - $26.11 per hour


Position Summary: The Parents for Better Beginnings (PFBB) program is part of an inter-disciplinary team within the Regent Park Community Health Centre providing service to children, prenatal to six years of age, and their families to help build a healthy foundation for positive later life outcomes. The Intake and Administrative Assistant is the first contact with families using our services and provides support to the Child Development Clinic (CDC). The role of the position is to: screen and assess family and children's needs; prioritize and manage client registrations, referrals, and waitlists; and provide administrative and program supports.

Specific Responsibilities and Duties:

Intake and Program Support

  1. Responds to enquiries from families over the phone, walk-ins or referrals and conducts screening to determine families' needs and assist them to access appropriate resources.
  2. Refers families to internal and external services as required and provides follow up support.
  3. Register new clients for all programs in general data base. 
  4. For clients referred to specialized services, create Electronic Medical Record registration in NOD (Nightingale On Demand) and create groups including deactivation based on schedule, where necessary.
  5. Process internal/external referrals, add to program waitlist(s); and, log dispositions.
  6. Prepare service data summaries (i.e.: registrations, referrals/waitlist and CDC.)
  7. For the CDC: Maintain client list (active and closed), book appointments and do reminder calls, create/maintain file system including incoming correspondence, client communication log and interpretation needs and scan and file reports as needed.
  8. Maintain wait list, attend intake meetings and produce a letter of closure for specialized services.

Administrative Support 

  1. Provide general office support (i.e.: filing, ordering supplies, schedule meetings and other bookings, etc.). 
  2. Welcome visitors, answer phone calls and enquiries 
  3. Assist clients with information and resources 
  4. Provide admin support (i.e. note taking, correspondence, forms, etc)


  • Minimum two- three years experience in program administration and intake. 
  • Minimum one year experience using electronic medical records - EMR or similar data base. 
  • Experience in client screening and assessment an asset. 
  • Post-secondary diploma in related field preferably in Developmental Services, Administrative Support or Special Needs Early Childhood Education (or equivalent). 
  • Strong computer skills in relevant software applications 
  • Strong organizational skills and the ability to work independently, 
  • Able to work flexible hours. 
  • Excellent verbal, written and listening communications skills. 
  • Able to multitask and meet deadlines. 
  • Strong problem solving and analytical skills. 
  • Able to bend/lift light materials on occasion. 
  • Knowledge of internal and external resources available to families with children 0 - 6, school age and youth. 
  • Ability to work collaboratively within and across teams 
  • Understanding of Anti-oppression principles 
  • Ability to work effectively with people of various cultural, age and economic backgrounds 
  • Knowledge of the Regent Park area and issues affecting families living within the Regent and Moss Park communities.


Regent Park CHC is committed to equity in our hiring and employment practices. Applications are encouraged from qualified individuals who are Indigenous people, members of racialized communities, individuals of diverse sexual orientation and gender identification, persons with disabilities and others protected under the Human Rights Code as well as individuals with lived experience in the Regent Park community. This is a bargaining unit position with OPSEU Local 5115.

Please submit your resume and cover letter by 5:00 pm, February 28, 2018 to:


38 Regent Street, Upper Level, Toronto M5A 3N7

Fax: (416) 362-5899

No phone calls please. We thank all applicants for their interest in this position, however, only those selected for an interview will be contacted. RPCHC is committed to developing an inclusive, selection process and work environment. If contacted, please advise the hiring manager if you require any accommodation during the interview process.

Application Deadline

February 28, 2018 (All day)