Job Title: Office Assistant - Night, Counselling and Psychotherapy Centre
CompetitionNumber:Administrative Unit : Faculty of Human Sciences
School of Counselling, Psychotherapy and Spirituality
Counselling and Psychotherapy Centre
ImmediateSupervisor: Director, Counselling and Psychotherapy Centre
Job Type : Permanent (Unionized)
WorkSchedule: 35 hours per week
Monday to Friday from 12:00 p.m. to 8:00 p.m.
Subject to change based on staffing needs
Vacancy: 1
SalaryScale: Level 4 ( to $ )
In this document, the masculine pronoun is used without discrimination and only for conciseness
Saint Paul University (1848) is the founding college of the University of Ottawa, with which it has maintained a federated relationship since 1965. Bilingual and on a human scale, it has more than 1,000 students. It offers programs in Social Communication, Counselling and Psychotherapy, Canon Law, Public Ethics, Conflict Studies, Theology, Transformative Leadership and Spirituality, and Social Innovation. Saint Paul University offers an environment conducive to professional growth and competitive benefits.
Summary The Counselling and Psychotherapy Centre was founded in 1974 and it's first purpose is to provide Master's and Doctoral students in Counselling and Spirituality the opportunity to apply their acquired knowledge and skills with clients in a formative setting under the supervision of qualified professionals and secondly to provide individual, couple and family psychotherapy services in French and English to the Ottawa-Gatineau area and the surrounding communities.
Under the supervision of the Centre's Director, the incumbent is responsible for providing courteous and professional reception services to clients, students, supervisors and faculty, answering or redirecting calls and emails, creating and maintaining client files and processing and filing documents in student files. The incumbent works alone in the evening and must be able to respond safely and effectively to emergencies or potential client distress (e.g., suicide threats) in accordance with the Centre's policy.
Due to the nature of services offered at the Counselling Centre, the incumbent will be required to adhere closely to the Centre's policies and procedures (particularly with respect to confidentiality), the CRPO Standards of Practice and applicable provincial and federal legislation.
Key Responsibilities Client Services:- Greet in a courteous and professional manner, faculty, supervisors and students.
- Greet clients, process transactions, provide receipts.
- Refer individuals in experiencing crisis to the appropriate resources, as needed.
- Support students in managing crisis situations with clients according to the Centre's policy.
Communications:- Respond to calls and emails involving all facets of activities under his responsibility.
- Document relevant interactions with clients in their files.
- Redirect communications to the appropriate persons in accordance with established policies and procedures.
- Write, translate, prepare and send emails or other forms of communication in French and/or English as requested by the Director.
- Schedule communications/emails according to a schedule established by theDirector to support the coordination of the internship and other Centre activities.
Office Management:- Maintain a clean, organized and safe workspace.
- Ensure daily coordination of front desk activities and effective communication between different work teams. Track work-study student assignments as needed.
- Train, if needed, employees and work study students on work methods, policies and procedures to be used at the front desk.
- Support students and supervisors in scheduling rooms in VALT
- Routinely review VALT to ensure accurate storage space and proper assignment of videos per Centre policies and procedures.
- Make changes to appointments or to the records system (VALT) at the request of students or supervisors according to the Centre's policies and procedures.
Create and maintain client files in the database:- Open files for new clients: provide information about our services, collect and enter client information into the client profile and file, schedule an assessment appointment (call screening). Ensure that the information collected is accurate, including billing information and email address.
- Maintain the wait list: categorize clients on the appropriate waiting lists in the database. Ensure periodic telephone follow-ups for clients waiting for service, according to the Centre's policies and procedures.
- Ensure timely discharge of client files, per Centre policies and procedures.
- Process files to be assigned to students at the request of the Director.
File Management- Conduct monthly reviews of active files to ensure that all clinical notes have been reviewed and signed by supervisors and follow up promptly on any outstanding items.
- Monitor compliance with documentation and case management standards by identifying recurring or significant issues and addressing them in accordance with established guidelines.
- Inform the Centre Director or Manager of significant or recurring issues related to file management or clinical documentation, to support timely resolution and appropriate accountability.
Process and file documents in student files:- Receive and file paperwork related to students' practicum in their student files according to established agreements: supervision contract, mid-term evaluation, final evaluation, external internship, etc.
- Receive, process and file documents related to students' direct client contact hours and clinical supervision hours for their registration with CRPO. Transcribe information into a database.
- Follow up on missing documents with students and maintain student files.
General:- Ensure confidentiality and privacy of client and student health information by complying with institutional policies and procedures.
- Ensure compliance with the Centre's policies and procedures and when necessary, intervene immediately with clients, students, faculty and supervisors when policies and procedures are not followed. Report these situations to the Centre's Director for follow-up as needed and/or suggest individual or group follow-ups/reminders.
- Inform the Centre's Director of client complaints or student behavioral issues.
Other:- Assist the Centre's Director with special projects and other administrative duties as needed.
- Under direction of the Centre Director, coordinate advertising efforts. Maintain a database of advertising efforts and provide routine follow-ups.
- Provide community agencies with flyers and other advertising materials, either in person, by mail or by email.
- Maintain database of Externship Opportunities, ensuring the following:
- Contact information for placement sites is up to date
- External Placement Forms contain up to date information
- Respond to student requests for possible placement opportunities
Education, Experience, Knowledge and Abilities- Minimum 2-year College Degree in administration or related field. Equivalent work experience will be considered.
- At least 2 years of administrative experience in the mental health, healthcare or related field.
- Good knowledge of current administrative practices and procedures.
- Advanced level of bilingualism (English and French), oral and written.
- Good oral and written communication skills.
- Organized, ability to work under pressure and at a fast pace.
- Sense of responsibility and confidentiality.
- Excellent interpersonal skills.
- Advanced knowledge in the Microsoft Office Suite (Word, Excel, Outlook) and ability to quickly learn new software (Jane, VALT, etc.)
- Training in suicide prevention (ASIST, Columbia Screener or equivalent) is an asset.
Interested candidates are requested to submit an online application at by July 8, 2026, at 11:59pm. We thank all applicants for their interest in this position. We will be contacting only those candidates who have been chosen for the next step of the selection process. We are committed to ensure employment equity and we encourage the participation of all Canadians. If your application is successful and you think you need accommodation during the selection process, please notify us. Your personal information is protected under the provisions of the Privacy Act. Titre du poste : Assistant de bureau de soir, Centre de counselling et de psychothérapie
Numéro de concours :Unité administrative : Faculté des sciences humaines,
École de counselling, de psychothérapie et de spiritualité
Centre de counselling et de psychothérapie
Supérieur immédiat : Direction, Centre de Counselling et de psychothérapie
Type d'emploi : Indéterminé (syndiqué)
Horaire de travail : 35 heures par semaine
Du lundi au vendredi (12h00 à 20h00)
Sous réserve de modifications en fonction des besoins en personnel.
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