Schedule “A”
Job Description
Job Title
Intake Coordinator Assistant
Reports to
Manager of Administration and Volunteer Coordination
Hours of Employment
35 hours per week
Compensation
$10.95 per hour
Start Date-End Date
June 19, 2017 – August 25, 2017
Job Purpose
Coordination of day to day office and reception activities
The Victoria Brain Injury Society is dedicated to providing support, education and advocacy to people with
brain injuries and their families. We pride ourselves on having a relaxed, positive office environment where
people feel free to be themselves. You are the right person to join our team if you are used to wearing
many hats, can remain grounded and calm despite being pulled in multiple directions and have experience
providing front line social services.
Summary of Intake Coordinator Assistant Requirements
This role is the first point of contact for many clients at Victoria Brain Injury Society, they assist in
coordinating the front office and reception. The Intake Coordinator Assistant provides clients with a
reassuring first point of contact. You must be capable of performing a variety of tasks both client focused
and clerical, and will possess excellent planning, organizational and people skills.
The Intake Coordinator Assistant supports the volunteer reception and administration team by answering
the phones and responding to enquiries as required. They provide support in the daily administration tasks
of the organization.
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DUTIES AND RESPONSIBILITIES
Include but not limited to:
Administrative:
 Manage the day to day office activities in collaboration with the Manager of Administration, case
workers and other staff including delegating activities to volunteers
 Update and maintain database records accurately on a daily basis
 Provide administrative support to client services staff including making reminder phone calls to clients
 Register clients for VBIS events and seminars
 Assist Manager of Administration with the processing of client ID Card requests, bus passes, and other
administrative tasks
 Ensure formal client permission is obtained for record keeping, in line with the Government of Canada
Freedom of Information legislation.
 Ensure reception personnel have current information needed to ensure quality of service to
visitors/callers; act as back up coverage if needed
 Prepare letters and emails, as required
 Assist Executive Director with fundraising activities and event coordination
 Prepare general– and member–specific correspondence; prepare outgoing mailings.
Client Registration and Intake:
 Check and respond to phone and e-mail communications regularly throughout the day
 Assist Intake and Case Manager staff with client call-backs, appointment scheduling, client registration.
 Ensure clear and concise communication with clients, according to their ability and needs.
 Maintain a clear paperwork trail and records at the direction of the Intake Coordinator and Manager of
Administration and Volunteer Coordination.
 Support the management of an efficient and effective intake system.
 Create and maintain electronic and hard-copy filing system; effectively filing documents and
confidential information.
 Develop empathic rapport with clients; assist in diffusing potentially volatile situations.
Strategic Planning and Reporting:
 Demonstrate clear understanding of the VBIS mandate and vision
 Keep and assist in the maintenance of statistical records as required
 Document relevant client interactions in database, notifying case managers of client concerns when
appropriate
 Maintain, summarize and compile information as needed
 Attend and actively participate in all staff meetings, strategic planning meetings, and other society
activities
 Prepare and submit all reports, time sheets and assignments in a timely fashion
General:
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Assist with other functions as assigned by the staff team
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Participate fully in staff training courses as required
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Respond promptly and appropriately to any emergency situations that may arise
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Adjust to changing demands quickly, reprioritizing tasks as needed
Develop proactive and positive relationships with all clients
Demonstrate effective communication skills by conveying necessary information accurately, listening
effectively and asking questions when clarification is needed
Adhere to the Policies and Mandate of VBIS
Uses discretion and independent judgment in handling client or staff personnel information
Maintain a positive image of the Society by responding professionally to inquiries, effectively
communicating information on programs and key messages to clients, the public and other organizations
Maintain a professional demeanor at all times
QUALIFICATIONS, SKILLS AND ATTRIBUTES
This position is funded by the Government of Canada through the Canada Summer Jobs Grant, therefore
all applicants must meet the following criteria.
 is between 20 and 30 years of age (inclusive) at the start of employment;
 was registered as a full-time student during the preceding academic year;
 intends to return to school on a full-time basis during the next academic year;
 is a student in a secondary, post-secondary, vocational or technical program;
 (is a Canadian Citizen, permanent resident, or person on whom refugee protection has been
conferred under the Immigration and Refugee Protection Act* and;
 is legally entitled to work according to the relevant provincial / territorial legislation and
regulations.
Mandatory Qualifications, Skills and Attributes
 Ability to work both independently and within a team, to take initiative, and to prioritize work
 Ability to multitask and work in a high-stress environment with a calm and professional demeanor
 Aware of, and sensitive to, cultural, ethnic and economic diversity; skilled at handling clients who
are experiencing challenges related to mental health and/or substance misuse
 Excellent verbal and written communication skills
 Proficiency in using Microsoft applications including excel, access, word and outlook
 Ability to create a safe and supportive environment for clients
 Ability to interpret verbal and non-verbal behaviour, to develop accurate perception and
understanding of others’ feelings, needs, values and opinions
Desirable Qualifications, Skills and Attributes
 Knowledge and understanding of acquired brain injury
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