Intake & Administrative Coordinator

Position Overview

The Intake & Administrative Coordinator at the Integrated Seniors Hub plays a vital role in connecting older adults with the programs, services, and supports they need to support healthy aging, aging in place, and aging in community.

As the first point of contact for clients, caregivers, and community partners, the Intake & Administrative Coordinator provides a welcoming, responsive, and client-centred experience. This position is responsible for coordinating client intake, booking clients into appropriate programs and activities, tracking participation and outcomes, and supporting the overall coordination and delivery of services across the Hub.

Key Responsibilities and Activities

Client Welcome & Engagement

• Serve as the primary point of contact for older adults and their caregivers accessing the Hub.

• Provide a warm, respectful, inclusive, and culturally sensitive welcome to all clients.

• Conduct client intake and gather relevant information to understand individual needs, preferences, and goals.

• Explain available programs, services, and supports and assist clients in identifying appropriate options.

• Respond to client and caregiver inquiries in a timely and professional manner.

Program Booking & Coordination

• Schedule and register clients for wellness programs, social activities, health services, educational sessions, and support groups.

• Coordinate with internal teams and external community partners to support seamless service delivery.

• Manage program waitlists and communicate with clients regarding availability and scheduling.

• Follow up with clients as required to confirm participation, address barriers, and support continued engagement.

• Assist with coordinating changes to schedules, programs, and client appointments as needed.

Data Entry & KPI Tracking

• Maintain accurate and up-to-date records of client interactions, attendance, referrals, and service utilization.

• Ensure timely and accurate data entry into client management, scheduling, and reporting systems.

• Track and report on key performance indicators (KPIs), including:

  • Number of new intakes completed

  • Program participation and attendance rates

  • Referral completion rates

  • Client satisfaction and feedback

  • Follow-up and re-engagement rates

• Support the preparation of program statistics, reports, and performance summaries.

Administrative & Team Support

• Ensure client records and documentation are maintained securely and in accordance with applicable privacy requirements.

• Support referrals and onboarding of new clients in collaboration with interdisciplinary team members.

• Assist with program reporting, evaluations, audits, and continuous quality improvement initiatives.

• Provide administrative support to the Integrated Seniors Hub team as required.

• Participate in team meetings and contribute to the ongoing improvement of client services and Hub operations.

Qualifications

Education

• University degree and/or Community College Diploma in Social Services, Human Services, Health Services, Administration, or a related field.

Qualifications & Experience

• 2–3 years of relevant experience in an intake, client services, administrative coordination, or similar role, preferably within healthcare, social services, or community-based programs serving older adults.

• Exceptional interpersonal and communication skills, with a demonstrated ability to engage clients using a compassionate, respectful, and client-centred approach.

• Strong organizational and time-management skills, with keen attention to detail and the ability to manage multiple priorities effectively.

• Proficiency with technology, including scheduling systems, client databases, spreadsheets, electronic documentation, and virtual communication tools.

• Demonstrated ability to maintain accurate and confidential client records.

• Collaborative mindset, with the ability to work effectively within an interdisciplinary and team-oriented environment.

• Knowledge of age-friendly and dementia-friendly practices is considered an asset.

• Familiarity with local community resources, healthcare services, and support programs for older adults is considered an asset.

Working Conditions

• Onsite role within the Integrated Seniors Hub, involving regular interaction with older adults, caregivers, community partners, and multidisciplinary team members.

• Primarily sedentary work, requiring extended periods of sitting and computer use.

• Fast-paced environment requiring the ability to manage multiple tasks, competing priorities, and changing client needs.

• Regular communication with clients, caregivers, team members, and external partners.

• Occasional need to adapt to changing client needs, program schedules, or team priorities.

Salary Range: $56,000 - $74,000