program and intake administration assistant

PROGRAM AND INTAKE ADMINISTRATION ASSISTANT

Six Month Contract Position (may be extended)

hours a week

Start Date: December 2025

Hourly Range: $ $22.86

This is a full on-site role located at 10 Neighbourhood Lane, Unit 201, Toronto, ON, M8Y 0C5

Overview

The Program and Intake Administration Assistant works within program objectives and organizational goals. This position is responsible for supporting the administrative needs of the SCHC's community programs, workshops, supporting community health champions and medical reception. In addition to this, the position facilitates the initial contact and intake process for clients seeking services from the organization.

The incumbent will ensure that all organizational policies are followed by acting in alignment with centres strategic directions.

Reporting

The Program and Intake Administration Assistant reports to the Director of Health Promotion and is accountable to the interprofessional Health Promotion team (Counselling, Community Programs and Family Programs).

Job responsibilities:

· Provide administrative support for Stonegate CHC programs with the preparation and coordination of SCHC community programs and workshops.

· Source out and book meeting rooms or set up for virtual programs using appropriate virtual platforms (Ie: zoom)

· Regularly input and summarize program survey evaluation data and workshop statistics into tracking documents.

· Respond to email, phone & website inquiries regarding registration for workshops,

· Programs and services.

· Maintain professional communication assisting clients navigating services and building.

· Upload and maintain program online calendar.

· Work with team members to develop and distribute materials for program promotion and outreach.

· Assist in the development of program materials/resources.

· Maintains program database and statistical records, enters program attendance data.

· Assists in the coordination and organizing of community events as directed.

· Provides administrative support to a group of volunteers that support and or lead the community programs and workshop.

· On an as needed basis support the day-to-day function of medical reception.

· Answer calls on our multi-line phone system; take telephone messages, screen calls as necessary, answer general enquiries, direct calls to appropriate staff and checks telephone messages from answering service and general telephone voice box.

· Maintain an efficient and organized reception and waiting area.

· Monitor the waiting area to ensure client flow is optimized.

Key Responsibilities

INTAKE

· Assesses client eligibility for services and conducts appointment bookings, registration, intake, wait listing duties accordingly.

· Collect relevant demographic, personal, and background information from clients.

· Connects clients with appropriate internal or external services based on their needs.

· Maintain accurate and confidential records of client interactions and intake assessments.

INTERNAL RELATIONS:

· All staff are expected to support a minimum of two community engagement or Stonegate events/initiatives per year.

· All staff are expected to be part of one committee (ie: Occupational Health, any health equity such as food access )

· Assists in maintaining a safe and healthy workplace.

· Participates in internal quality improvement and accreditation processes.

COMMUNITY RELATIONS:

· Works closely with community partners to support them in planning and implementing programs.

· Other duties as assigned

Key Qualifications

· College Diploma in any relevant subject ( Administrative Studies, Health, etc.) or 2 y ears' minimum work experience in an administrative role

· Volunteer Management Certificate and/or at least 2 y ears' experience supporting volunteers considered an asset

· Experience in an administrative role

· Understanding of and commitment to working within a client-centered, social determinants of health framework

· Strong communication skills in English, both written and verbal

· Computer literacy

· Strong organization, attention to detail and problem-solving skills using a health equity lens.

· Ability to organize, prioritize and multitask efficiently

· Quick learner able to work independently and as part of a team

· Excellent time management skills and the ability to multi-task and prioritize work

· Proficiency in MS Office (Word, PowerPoint, Excel)

· Strong interpersonal skills to support volunteers and diverse client groups with varying levels comprehension and language capability , empathy and compassion.

· Cross-cultural experience, a second language an asset and/or knowledge of the

· Stonegate community considered an asset.

Stonegate has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the team member's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors, managers, directors or officers as deemed appropriate. This document does not represent a contract of employment, and Stonegate reserves the right to change this job description and/or assign tasks for the team member to perform, as Stonegate may deem appropriate.

Submit your cover letter and resume by December 2nd, 2025

SUBJECT LINE: PROGRAM AND INTAKE ADMINISTRATION ASSISTANT

Attention: Carol Barbosa – Director of Health Promotion

Email to:

Stonegate Community Health Centre

10 Neighbourhood Lane Unit 201, Toronto, Ontario M8Y 0C5

We thank all applicants for their interest in this position, only those selected for an interview will be contacted.

Job Type: Fixed term contract
Contract length: 6 months

Pay: $19.89-$22.86 per hour

Ability to commute/relocate:

• Etobicoke, ON: reliably commute or plan to relocate before starting work (preferred)

Education:

• DCS / DEC (required)

Experience:

• Administrative: 2 years (required)
• Volunteer: 2 years (preferred)
• MS Office: 2 years (preferred)

Licence/Certification:

• Volunteer Management Certificate (preferred)

Work Location: In person