Job Description

Temporary assignment until approximately March 2026
POSITION SUMMARY:
Ontario Structured Psychotherapy (OSP) aims to increase access to publicly funded, evidence-based Cognitive Behavioural Therapy (CBT) and related approaches for Ontarians with depression, anxiety, and anxiety-related conditions. Ontario Structured Psychotherapy West Region (OSP West) is jointly operated by St. Joseph's Healthcare Hamilton (SJHH) and St. Joseph's Health Care London. For this position, the successful applicant will be employed by SJHH.
This position provides administrative support services within the OSP West program. The incumbent will work in collaboration with the OSP West centralized intake team to support screening, intake, triage and referral management.
QUALIFICATIONS:

• Grade 12 diploma or equivalent, and a minimum of a two-year College diploma in Office Administration - Health Services
• Minimum of 2 years' experience providing administrative support within a busy, multidisciplinary Mental Health Care facility, with demonstrated knowledge of the Mental Health Act
• Intermediate level of skill in MSWord, MSExcel and PowerPoint
• Clerical testing may be required as part of the selection process
• Medical terminology certificate
• Ability to communicate effectively and tactfully, both in person and by telephone
• Ability to perform well as a contributing member of a team
• Good organization skills, with ability to set own priorities and work with minimal supervision
• Maintain excellent interpersonal relationships while handling multiple tasks, frequent interruptions and stressful situations
• Demonstrated commitment to the values of Service, Responsible Stewardship, Community Responsiveness and Respect
• Good work performance and attendance record is essential

RESPONSIBILITIES:

• Receive incoming referrals from various pathways (e.g. email, fax, telephone, e-Referral network, webform) and referral sources (e.g. primary care providers; PCPs, other healthcare/non-healthcare providers and self-referrals).
• Review incoming referrals for completeness and initial suitability for OSP based on standardized eligibility criteria; consult with intake team if initial eligibility is unclear. Transcribe referral data into appropriate databases (e.g. referral management tool, measurement-based care tool)
• Set up and enter client information into the electronic medical record.
• Receive, prioritize and respond to general inquires by fax, telephone, email etc. and collaborate with the intake team to ensure accurate/timely communication of information (including providing information about emergency/crisis services, as required).
• Submit requests for service (e.g. setting up new staff), maintain departmental calendar, schedules and general email account.
• Schedules client appointments and makes telephone reminder calls for next day appointments.
• Support and/or facilitate the secure transfer of clinical information to/from/within OSP West network and other OSP services (e.g. BounceBack).
• Monitor and maintain office supply inventory and facilitate purchase orders for supplies and equipment.
• Coordinate dates and times for staff meetings and/or trainings. Take minutes, compose/distribute agenda, invite attendees, arrange room bookings, set up equipment.
• Provides support to other administrative support staff as required and assists with other activities assigned by the Manager.
• Remains alert regarding client, patient and family activity and ensures that work area is maintained in a safe, organized and presentable way at all times.

WAGE RATE:
Hourly: $28.87... $30.14... $31.37 (plus 14% in lieu)
SJHH and the OSP West program are committed to hiring individuals who represent the diversity of the population we serve. We strongly encourage applications from qualified candidates from all cultures, Indigenous, Black and racialized communities, people with lived experience of mental health and/or addictions challenges, people with diverse sexual and gender identities, people living with disabilities, and neurodivergent people. SJHH and the OSP West program strive for a diverse, inclusive, accessible, and equitable workplace where all employees and volunteers feel valued and respected. As such, it is critical that applicants possess a strong understanding of client-centered, anti-racist, anti-oppressive practice.

Skills Required