Job Title: Early Words Intake Administrative Assistant
Reports To: Manager of the Early Words Preschool Speech and Language System and the Director of Child and Family Services
Office Location: 101-1425 Cormorant Rd. Ancaster, ON
Work Environments: Office
Organization: Affiliated Services for Children and Youth (ASCY) is responsible for the implementation of the Early Words/1ers mots, Preschool Speech and Language (PSL). The Intake Administrative Assistant is an integral member of the Early Words team operating under the guidelines of the Early Words system and is directly accountable to the Manager of the Early Words Preschool Speech and Language System and the Director of Child and Youth Services of ASCY, in conjunction with the Executive Director of ASCY.
Purpose: Early Words/1ers mots (EW), administered by Affiliated Services for Children and Youth (ASCY), is responsible for the implementation of the Preschool Speech and Language (PSL), Central South Infant Hearing Program (IHP) and Blind-Low Vision Early Intervention Programs (BLVEIP). The Early Words Team provides a family-centered information and referral service for preschool children with speech and language needs. The Early Words Intake Administrator is responsible for registering children/families into the data base, arranging for redirection to a partner agency, and scheduling initial assessment visits for clinical staff.
What we offer:
- Permanent 0.8 FTE position
- Tuesday – Friday initially, 8:00 - 4:00 with flexibility to occasionally work outside of regular hours
- Salary: $21.85-$26.25/hr
- 4 weeks vacation per year to start after completion of 3-month probationary period
- 3 days paid time off during December holiday season
- Paid sick time available after successful completion of 3-month probationary period
- Benefits available after successful completion of 3-month probationary period (shared cost between employer and employee)
- Company Pension Plan available after 12 months of continuous employment
Primary Functions and Responsibilities:
The responsibilities of the Early Words Intake Administrative Assistant are as follows:
- Conduct base interviews with parents and referring professionals on the telephone and arrange subsequent clinical phone/face-to-face interviews with a Speech-Language Pathologists
- Regularly monitor and respond to referrals entering the system via telephone and online portal
- Manage the central databases (Access and ISCIS/PSL) recording all information captured during the base intake phone interview and subsequent interventions from Early Words Speech-Language Pathologists (SLPs) including clinical and statistical reports
- Book audiology appointments as part of the intake process and liaise with the Audiology Department staff at two Hamilton hospital sites to coordinate appointments
- Provide support to Infant Hearing Program Community Screening appointments including bookings and rescheduling at various sites
- Liaise with representatives for Hamilton Health Sciences to coordinate appropriate services between agencies
- Provide follow-up written/electronic correspondence (i.e.: mail outs, emails, confirmation letters and consents) to families and/or community partners following base intake and subsequent clinical phone/face-to-face interviews conducted by a Speech-Language Pathologists
- Schedule Parent Training workshops as requested
- Facilitate regional transfers to/from Early Words
- Cancel appointments for clinicians as required
- Assist with the maintenance and development of the electronic system
- Respond to requests for information regarding community preschool services, speech and language services and communication development with the support of the Early Words Team
- Assist in the ongoing establishment and operation of the Early Words System/Early Words Preschool Speech and Language Service including documentation reports. This includes the responsibility of maintaining confidentiality of child and family information
- Other responsibilities as assigned by the Early Words Manager
Qualifications:
- Relevant training in administrative support applications
- Proficiency in the use of a variety of computer programs (e.g., Microsoft Teams, Word, Outlook, Excel, Penelope, etc.)
- Proven ability to multi-task
- Excellent organizational skills
- Excellent oral and written communication skills
- Demonstrated skill in working independently and as a member of a team
- Knowledge and understanding of early years’ services is an asset
DISCLAIMER:
- This position description outlined above indicates the general nature and level of work expected.
- It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required by the incumbent.
- The incumbent may be asked to perform other duties as required.
- This position is dependant on government funding. In the event that funding is reduced or terminated a minimum of one month’s notice will be given to the employee.
If you are interested in the above-outlined position, please submit a cover letter and resume.
ASCY is an equal opportunity employer. We are committed to a diverse and inclusive workplace for all. We recognize that our future success depends on the perspectives and contributions of all our employees -- their diverse backgrounds, abilities and experiences make our business stronger. If you are contacted for a job opportunity, please advise us of any accommodations needed to ensure fair and equitable access throughout the recruitment and selection process. All accommodation information provided will be treated as confidential and used only for the purpose of providing an accessible candidate experience.
Please note: Only those applicants who are selected for an interview will be contacted.
Job Types: Part-time, Permanent
Pay: $21.85-$26.25 per hour
Expected hours: 30 per week
Benefits:
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
Work Location: In person
Expected start date: 2025-07-22
