Part Time Program Assistant Jobs in Vancouver, BC

Title: Intake Specialist - (Part Time)

Numberof Positions: 1

CompetitionNumber: C185

Location: Phoenix Center (Main Campus)

PositionStatus: Part Time, Permanent

Shift Timing & Days: (Wednesday - Friday) 08:00 am - 04:00 pm

Reportsto: Access & Flow Coordinator, Mental Health & Substance Use

Compensation: (Grid21) $29.76 - $31.64

Job Summary:

The IntakeSpecialist is a member of the Mental Health & Substance Use (MHSU) team.The position is part of the intake team that supports client admissions intoour bed-based treatment and housing programs, and to assist clients inaccordance with pre-established care schedules.  This team is supported by the integratedservice team.

Responsibilities:
Screening & Admissions

• Facilitatesthe Intake into our bed-based treatment and housing programs by performingduties such as obtaining information, completing documentation required foradmission, and liaising with information sources (referral sources, others) toobtain additional client information. Schedules and confirms clients forprograms and/or services.
• Assist the Coordinator by sharing the newreferrals and applications with the MHSU team and housing team. Collectsadditional information from external partner agencies such as PHSA, the HealthAuthorities, or the client's community care team regarding intake date,ensuring the entire application is complete, that income verification documentsare included, and flags any higher needs criteria for the housing team.  Noting, they do not do assessments
• Coordinate admission for new clients intotreatment and housing programs, working with clients, their mental health andsubstance use clinicians, counsellors, other healthcare professionals and othercommunity care teams.
• Communicate program structure, services, andguidelines to ensure that the applicant has the necessary information to ensureapplicant can make an informed decision about admission and to enhance clientmatching
• Adding and updating client information to theadmission's trackers in excel. Tracking/ data entry, record keeping
• Schedules client Welcome Meetings, IntakeAppointments, 45-day Progress Meeting, and 75-day Transition Meetings forclients, their community care teams, and their Phoenix counsellors. 
• Report to and discuss (applicant) referralconcerns with their Coordinator and/or integrated service team for support anddirection.  Based on the directionprovided, have follow up discussions (email and phone) with external partneragencies to discuss concerns.
• Schedules and confirms clients for appointments, includingpre-admission case conferences.  They mayschedule basic client travel in coordination with our outreach team.
• Maintain client records, in accordance with policies andprocedures
• Obtainingclient information to complete and submit consent forms, ministry financialforms, medical referral forms, pharmacy admittance and discharge paperwork aspart of the admission process.
• Liaisewith MHSU care teams, external partner agencies, correctional staff, andprobation officers by answering general inquiries via e-mail and telephone onclient's pre-admission status, updates once clients arrive to Phoenix and havebeen admitted, and status of the client through the duration of the program.
• While transition/discharge planning is theprimary role of the social worker, they may assist them by contacting communitycare teams, submitting financial discharge paperwork and close the client'sfile once discharge is complete.
• Contribute to on-going development andmaintenance of an effective pre-screening and assessment process
• Perform duties as required

Client Services

• Monitorand assess resident behaviors and client movement in and out of the building
• Performsroutine search of clients' belongings, putting items through heat treatment(bed bug protocol), disposing of substances and paraphernalia by following Phoenix'shealth and safety protocols
• Observe and accurately document residentbehavior utilizing concrete, factual descriptions. Observes clients and reportsbehavioral, physical, cognitive or psychological changes to Access & FlowCoordinator
• Reportbehaviors to supervisory staff that pose a risk to the resident, otherresidents, staff and/or the community.
• Inaccordance with established care plans, assist clients with the development oflife skills, healthy daily living, social activities, meeting theirobligations, keeping appointments, and promoting effective social andinterpersonal skills by methods such as demonstrating and modeling appropriateactions.
• Identifyavailable social, economic, recreational, and education services and resourcesin the community and within the facility that will meet clients' needs.Provides clients with the related information.
• Engagewith residents and ensure safety and expectations of the program agreement arebeing met.
• Encourageawareness of inter-dependence of community members, and the value ofresponsible concern for self and others
• Mealdeliveries, if a client is unwell or unable to access the kitchen dining room.
• Requiredto debrief with incoming shifts to ensure detailed transfer of information(e.g. concerns)
• Support& promote a safe environment regarding relations with other staff, programparticipants and community members.
• Support& promote a safe, well-maintained building & work environment. 

Administration

• Answersgeneral inquiries by telephone/fax/email and greeting in person visitors from avariety of sources such as clients, doctors' offices, staff, visitors and the public, and providesdirection and/or general information about programs and policies.
• Sort anddistribute mail.  Sign for receipt ofpackages and shipments.  Prepare outgoingmail.
• Performs administrative functions such as receiving rentcollection, security deposits and related record keeping.
• Accept client rent payments, provide receipt and put thefunds (cash) into the safe.  Make note ofreceipt in briefings
• Ensurethat all inquiries are handled in a professional and courteous manner, offeringaccurate, timely and helpful information to the public and communitystakeholders.
• Receiving and redirecting community requests for informationto the access flow coordinator or similar
• Performs general record/document management duties such asassembling files, preparing file folders, and filing and distributing documentsand files, recording information in client database
• Orientation of new staff
• Attend operational team meetings, as required
• Participate/assist in assembling welcome bags
• Identify areas for improvement and increased efficiency inprogram admissions
• Filing missing persons' reports whenapplicable, this would be applicable to all staff

Facilities Management

• Performs security administration duties such as monitoringthe computerized Chubb firesafety and security system (eg arming areas, providing access cards) byfollowing established protocols.
• Creatingand programming client and staff CHUBB access cards for building access.Adjusting access levels as needed.
• Assistfacilities team with safety drills
• Work to ensure a safe, well-maintained andhealthy building environment and work cooperatively with building stakeholders(ie Fraser Health)
• Askingtrespassers to leave property, calling the police/ambulance when needed. 
• Ensurethat all residents abide by bedbug protocols

CommunityEngagement

• Participatein marketing of the Phoenix Centre and Supporting Housing programs and promotecommunity involvement in the programs by facilitating virtual educationsessions for clients, their families, and their community care teams to providegeneral information about Phoenix Centre.
• Maintaina thorough knowledge of social, economic, recreational and educationalresources in the community. 
   

Qualifications:

• Grade 12
• Certificatein Community Social Service or equivalent
• Recent,related experience of one year working with marginalized populations, substanceuse services, mental health, corrections, etc., or equivalent.
• Satisfactorycompletion of a Criminal Records Check with vulnerable sector screening isrequired 
• SatisfactoryTuberculosis Screening form is required
• Satisfactorycompletion of Employee Immunization Record form is required
• FirstAid Certificate with CPR is required
• Satisfactory completion of Nonviolent crisis intervention (NVCI)
• Validdriver's license is required

Skills & Knowledge:

• Knowledgeof Windows, Microsoft Word, Excel, and database management systems
• Knowledgeof and ability to operate standard office equipment, including: telephonesystem, fax machine, photocopier, printer, and computerized building securitymonitoring system
• Highlevel of integrity and dependability with a strong sense of urgency andresults-orientation
• Strongproblem solving, analytical, and creative skills with the ability to exercisesound judgement and make decisions based on accurate and timely analysis
• Stronginterpersonal skills and ability to communicate effectively in writing andverbally in English
• Demonstratedcommitment to the social sector with a passion for the organization's missionis essential

Competencies:
Approach to Work

• Demonstratesinitiative, flexibility, adaptability and resourcefulness
• Activelyseeks and incorporates feedback to inform continuous self-improvement
• Setsgoals, creates and implements action plans, monitors progress, and evaluatesresults  
• Adeptlymanages competing tasks and uses time efficiently and effectively

Job Knowledge & Quality of Work

• Highdegree of relevant and current job knowledge and skill
• Consistentlyproduces accurate, thorough, high-quality work in a timely manner
• Buildsand promotes a culture of health and safety in the workplace
• Implementsand enforces best practices in health and safety within the workplace

Judgement & Decision-Making

• Modelsindependent thinking and creativity 
• Demonstrateseffective problem-solving skills
• Makesclear, consistent, transparent and timely decisions after contemplating variousavailable courses of action
• Exercisessound judgment in the best interests of the organization

Communication& Interpersonal Skills

• Expressesthemselves clearly and professionally both verbally and in writing
• Displayshigh emotional intelligence; uses tact and diplomacy in dealing with sensitive,complex and confidential situations
• Has amanner, style and presence that makes a positive impression
• Listensto and considers others' views

Personal Leadership

• Modelsthe organization's core values of social justice, teamwork, social innovation,and strength based practices
• Fostersenthusiasm, energy and commitment
• Takesresponsibility for personal actions, performance and health
• Isreliable and accountable; shows up on time ready to work

Teamwork & Collaboration

• Effectivelyworks with their colleagues to ensure organizational success
• Championspositive working relationships with staff and external stakeholders
• Supportsan environment of openness, and champions teamwork and communication acrossprograms
• Leveragesthe expertise and experience of others for organizational success

TaskLeadership

• Able totranslate the strategic goals and priorities of the organization into anachievable and measurable operational plan for their unit
• Makesclear, consistent, transparent and timely decisions
• Displayseffectiveness, assertiveness and persistence in the pursuit of program goals
• Able toidentify gaps in knowledge or capacity and seek the appropriate support and/orresource

People Leadership

• Takesresponsibility for the success of the organization
• Inspires,motivates and influences others in the organization
• Acts asan ambassador of the organization, promoting the values and mission
• Demonstratespride and enthusiasm to the team and promotes cooperation, fairness andequity  

ClosingDetails:

ClosingDate

Internalapplications will be accepted until July 23rd, 2026, 04:00 pm

"Allemployees, including laid off and displaced employees, are entitled to apply onthe vacancy and be considered pursuant to the provisions of Article 12.9."Internal applicants must notify the manager of intent to apply.

Externalapplicants will be reviewed after internal applicants have been reviewed andinterviewed.

Allqualified applicants are welcome to apply.

Phoenixis committed to employment equity and encourages applications from people ofall gender identities and expressions, persons with disabilities, Indigenouspeoples and visible minorities. Persons with disabilities who anticipateneeding accommodations for any part of the application and hiring process maycontact our HR department. Any personal information provided will be maintainedin confidence.

Whilewe thank all applicants for their interest in this opportunity, only thoseselected for an interview will be contacted.