Intake and Referral Secretary

Access Alliance•Toronto, ON

5d•CA$23 - CA$27•Onsite

About The Position

Access Alliance Multicultural Health and Community Services (AAMHCS) is a Community Health Centre committed to improving health outcomes for vulnerable immigrants, refugees, and their communities by facilitating access to services and addressing systemic inequities. We are seeking a highly organized, self-motivated Intake & Referral Secretary to provide vital front desk administrative support at the Community Resource Center. This role acts as the primary point of contact, offering a warm, welcoming presence, responding promptly to inquiries, and providing excellent customer service to ensure clients feel comfortable and respected. The position is crucial for navigating service access, assessing client needs, and connecting community members with appropriate resources that address their social determinants of health. The candidate will work closely with primary healthcare, social services, and settlement teams, ensuring administrative tasks are handled smoothly and efficiently in a fast-paced environment, demonstrating a strong commitment to quality and proactively connecting diverse community members with necessary care and support.

Requirements

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.
College Diploma in Office Administration (or an equivalent combination of education and relevant experience).
Ability to work up to two evening shifts per week and occasional Saturdays.

Nice To Haves

Demonstrated service to low-income, multi-racial, immigrant, and refugee communities.
Strong written, verbal, and interpersonal customer service skills, including de-escalation and conflict resolution.
Previous experience working in a Community Health Centre (CHC) or community-based agency setting.
Proactive self-starter and able to problem-solve.
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.
Fluency in a second language.
Strong organizational and time-management skills; proven ability to thrive under pressure and manage competing priorities.

Responsibilities

Greet visitors and answer/direct incoming phone calls.
Provide general and service-specific program information.
Assess new client needs, collect registration information, determine service eligibility for AAMHCS across all sites, and schedule intake appointments.
Connect ineligible individuals to other CHCS or external services.
Act as a liaison between clients and outside agencies.
Maintain up-to-date knowledge of intake criteria across all three sites and register clients accordingly.
Book appointments requested in person, over the phone, or directly by providers.
Direct all appointment-based clients to the medical reception desk.
Maintain the reception area, manage room bookings, and keep educational displays, information boards, and program brochures stocked and current.
Design marketing/informational materials (flyers, brochures).
Manage program mailing lists.
Assist with special initiatives (e.g., flu clinics, community events).
Maintain a list of culturally and linguistically appropriate community resources and services for clients and staff.
Handle data entry (EMR, ICAMS), update client information, and assist staff with electronic administrative database systems.
Prepare monthly program calendars, CRC schedules, statistics, and reports in a timely manner.
Perform front- and back-office administrative tasks while collaborating effectively with other support staff.
Develop an annual work plan with your supervisor, establishing action plans, learning goals, and professional development needs.
Perform other duties as assigned.