Team Assistant
Grandview Children's Centre
Oshawa, ON
Every Child and Youth living life at their full potential.

At Grandview Children’s Centre, we provide paediatric assessment, treatment, rehabilitation services and specialized programs and services to children and youth with communication, physical and developmental needs in the Durham Region. We are dedicated to supporting every child and youth live life at their full potential. We foster development, growth and personal achievement for our clients their families and for our staff members. Our team-oriented approach supports our staff to collaborate, share ideas, and work with a variety of professional disciplines in a stimulating environment with an exceptional variety of opportunities in the field of paediatric rehabilitation.

The next five years will be a period of unprecedented growth as we begin the work of a major capital expansion for our new facility.

If you are looking for a career that offers personal and professional rewards, a once in a lifetime capital expansion project and makes a real difference and impact the lives of others, then Grandview Children's Centre is the place for you! We are now accepting applications for the following position.

Team Assistant (2 Positions)

37.5 hours/week

Contract Period July 2019 to December 20, 2019

Summary of Duties:
Under the general direction of the Clinical Manager, the Team Assistant executes tasks that support a client’s participation in programs and services from point of intake to discharge. The Team Assistant participates in the intake function; creates and updates the client record; determines basic eligibility; schedules appointments; provides support to the team, to specialty clinics, and the Welcome Centre; carries out data entry and general office procedures; ensures the integrity and confidentiality of client records; maintains communication with all other staff members; participates in education, orientation and public relations as required; maintains a safe work environment; participates in the Centre’s Quality Improvement Program (QIP) activities; and carries out other duties as assigned.

Participating in the intake function by receiving referrals and contacting the family and referring source to gather needed information and consents;

Monitoring/following up on requests for medical referrals, diagnosis or other documentation/questionnaires

Updating and verifying client records, family contact information inlcuding custody status, guardianship and physician involvement and diagnosis;

Documenting referral concerns in the client record;

Obtaining informed consent for the sharing of information in accordance with Centre privacy and security practices;

Documenting discussions with family and referring source, including consents provided verbally or in writing;

Uploading documents, including consents, into the client record;

Determining basic eligibility by reviewing established criteria and additional circumstances;

Admitting clients to service navigation program;

Discharging and redirecting to other services if eligibility criteria are not met;

Informing client, family/caregiver and referring source;

Coordinating with partners to arrange warm transfers;

Providing information regarding partner agencies to families;

Scheduling Service Navigator appointments with client, family/caregiver, and community agency, if indicated;

Arranging subsequent contacts as requested, including reassessments, intervention/therapy sessions, and workshops;

Entering appointments into Service Navigator planning calendar;

Inviting clients, family/caregiver to orientation sessions/workshops, if indicated;

Providing support to the team by gathering information and updating diagnosis;

Creating and sending invitation, contact or confirmation letters as requested;

Monitoring/maintaining wait lists and workshop schedules;

Processing transfers to external providers;

Providing support to specialty clinics by arranging delivery of clinic materials and equipment and scheduling client appointments and maintaining wait lists;

Providing support to the Welcome Centre by greeting and directing clients, families and other visitors to the facility, receiving and directing telephone calls, providing guidance and support to volunteers and receiving and processing cancellations from families, staff and partners;

Entering data according to established procedures into the data bases, and coordinating the setup for workshops/meetings and ordering supplies and managing inventory;

Participating in education, orientation and public relations as required.

You have:
College diploma in a field related to Business Administration or a similar discipline or;

Extensive knowledge of the principles and practices of administrative services;

Two years of experience working in a community services setting;

Bilingual (French) preferred

You have experience and knowledge working with child development and relevant services and community supports for children with special needs and their families in Durham Region. Superior time management, high level of accuracy with attention to detail, demonstrated proficiency in data entry. Well-developed conflict resolution, problem solving, interpersonal and communication skills. Preference will be given to candidates with experience in scheduling client appointments in a fast-paced environment.