Competition: (2024-194-CC)Program CoordinatorEmployment Type:Permanent Full Time, Bargaining Unit (1 Vacancy)Work Hours:35 hours/weekWork Setting:
Salary:Hybrid - Opportunity to work remotely after orientation & training period
Internal: G8 - $54,119.40
External: G7 - $53,037.02Application Deadline:May 6th, 2024, by 11:59 pmProgram Overview – Walk-In Counselling, Community Care
The Walk-in Counselling Program is an innovative mental health resource that provides immediate, free access to high-quality clinical counselling to a diverse client population. This Program offers an immediate, free counselling session to adults, couples, families, and youth on a walk-in basis, serving clients at their chosen time of need. The counselling service addresses a multitude of emotional/behavioural/social concerns, many serious and acute, with no restrictions based on age or catchment area.
What You Will Do
WALK-IN COUNSELING:

• Provide a first point of contact for WIC clients, determine the urgency of inquiries, identify priority or at-risk cases, brief program staff about client's needs and circumstances, and support timely distribution of referrals.
• Assist with waitlist management on each night of the Walk-In, coordinate room allocation, track session times, follow up with clients as required, and collect client feedback.
• Provide support to clients with using and navigating technology when accessing virtual support and communicate client preferences and concerns to staff.
• Research resources, prepare resource packages for WIC clients, and update the Community Resource Lists.
• Assist in the development and/or updating operational manuals and protocols for the Program
• Assist in the development and/or updating of program materials to ensure compliance with organizational, funder-specific, and accreditation standards and requirements.
• Assist in coordinating the scheduling of staff and volunteers to ensure sufficient coverage for the Program.
• Work closely with Volunteer Services to maintain up-to-date records and support with recruiting, onboarding, and auditing volunteer clinicians.
• Initiate, maintain and update electronic client files (including client letters and clinical notes).
• Organize the set-up of the in-person WIC by preparing handouts, setting up the consultation and counselling rooms (e.g., moving room tables and chairs as needed), collecting necessary forms and documents, etc.
• Identify and implement mechanisms for community and client input to support organizational quality improvement measures and foster ongoing enhancement of the WIC program, with particular focus on ongoing development and operations of the WIC Advisory Council, development and distribution of Monthly Clinician Newsletter and weekly collection, collation, and circulation of client feedback to clinicians.
• Support the WIC Service's outreach and promotion, including monitoring program information listed on various platforms, preparing flyers and other promotional materials, arranging for printing and distributing materials through various means (ex. paper, virtual).
• Support WIC volunteers as well as clients by responding to inquiries around program eligibility and logistics via on-site interaction, as well as communication through phone and email.
• Support WIC program evaluation and reporting requirements by keeping accurate up-to-date statistical data for analysis and evaluation purposes, reporting data in a timely manner, and supporting management with preparation of reports and briefs. This includes creating monthly snapshots, weekly feedback reports, and monthly and quarterly reports.
• Assist with funding acquisition by researching funding options, as appropriate, and supporting preparation of funding proposals and reports.

TORONTO WALK-IN COUNSELLING NETWORK (TWIN):

• Schedule and coordinate monthly TWIN meetings and provide dedicated support by recording minutes.
• Provide organizational updates at TWIN meetings and coordinate shared resources including current operational information of TWIN members and trainings offered to TWIN member clinicians by the network agencies.
• Create and maintain a rotational chair roster, finding alternatives when assigned chair is not available.
• Coordinate creation of joint informational and promotional materials and other administrative forms to share information within the agencies and with the community

ADMINISTRATIVE SUPPORT – COMMUNITY CARE UNIT:

• Provide administrative support to program staff and managers by supporting Access to Information requests, researching client records, responding to enquiries on a variety of service issues, and ensuring that issues are directed to appropriate program staff.
• Support Mental Health, Addictions and Developmental Services (MHADS) meetings and activities by recording minutes, assisting with set up, etc.
• Support payment requisition preparation and processing, including staff expenses, vendor and purchase of service invoices, and special requests such as Urgent Needs Fund related expenses.
• Support ordering of office supplies, gift cards, and Personal Protective Equipment for MHADS
• Support MHADS and CCU operational priorities (e.g. equity work, client engagement)
• Participate in projects and committees as required by the Unit.
• Maintain all aspects of confidentiality relating to clients, volunteers, staff, programs, community members, and community partners, including participating in various committees to provide administrative support, so as to ensure integration of programming between teams

What You Bring to the Team

• Post-secondary Diploma or Degree in the health or social services field or a related field.
• Minimum of two (2) years of experience in community services, program administration, intake, customer/client service environments.
• Demonstrated experience working with individuals with mental health, addictions, various health needs and/or disabilities from trauma-informed, anti-oppressive frameworks.
• Exceptional computer and digital literacy skills with knowledge of the Internet, Microsoft Office Suite, and client file management software (experience with Pirouette, TREAT, EMHWare, etc is an asset).

What Will Set You Apart

• Superb customer service/client relations skills, with a heavy emphasis on empathy and compassion towards the micro-, mezzo-, and macro-systemic barriers that are present in the communities that are served.
• Ability and commitment to attending at least one evening per week in-person and one evening per week virtually to assist in the operation of the scheduled Walk In Counselling program shifts.
• Comprehensive understanding and knowledge of mental health, addictions, and community services.
• Knowledge, understanding, and sensitivity to issues affecting clients and volunteers from diverse backgrounds and ability levels and demonstrated ability to effectively work with diverse communities.
• Solid understanding of the intersectionality of systemic barriers and social determinants of health, including racism, discrimination and oppression (present-day and historical).
• Demonstrated commitment to principles of social justice, anti-oppression, anti-racism, equity and inclusion.
• Exceptional administrative and clerical skills, including written, verbal, and interpersonal communication skills.
• Strong organizational and multi-tasking skills with keen attention to detail.
• Ability to meet deadlines and manage competing priorities.
• Ability to work independently and as part of a team.
• Knowledge of various social services sectors, including: community service, mental health and addictions, developmental services and/or disability sector(s).
• Knowledge about the needs and issues of older adults, seniors, caregivers, individuals with mental health and/or addictions issues, and individuals living with disabilities and of the programs and services available to them.
• Demonstrated comfort level with managing conflict and complaints with staff, volunteers, students and clients, both in-person and virtually.
• Experience in participating in working groups and committees is preferred.
• French or other second language(s) is a strong asset.

WoodGreen is an equal opportunity employer. We are committed to providing an inclusive and barrier-free selection process and work environment. If contacted in relation to an employment opportunity, please advise our People & Culture representatives at [email protected] of the accommodation measures required. Information received relating to accommodation will be addressed confidentially.

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