55-26 FTT Clinical Administrative Coordinator

Pathways Posting: 55-26 Job Title: Clinical Administrative Coordinator

Type of Position: Full-Time Temporary (up to 12 months) Area of Search: Pathways

# of Positions: 1 (One) Wage Rate: $29.83 - $30.39 per hour

Location: Belleville Closing Date: September 10, 2026

Come join us and help to support people in living their best lives!

Pathways provides supportive housing options, day, and recreation programs, psychiatric counselling and behaviour therapy, court and justice related services and short-term respite to adults with an acquired brain injury/developmental disability, who may also have complex needs. Pathways to Independence offers a competitive compensation package that includes 100% employer matched pension contributions, health and dental benefits, including vision coverage, fully paid by employer, LTD, Life Insurance, Employee Assistance Program and a generous paid time off package.

Learn more about Pathways to Independence and how you can help people to live their best lives by visiting our website: www.pathwaysind.com

The Clinical Administrative Coordinator supports the Clinical Services and Intake team with specialized clinical administrative duties. The Clinical Administrative Coordinator is responsible to liaise with medical services professionals, Pathways and partner agency Clinical Consultants, employees, family members and supported individuals to ensure the effective coordination and operation of the psychiatric clinic. The coordinator will be responsible to ensure accurate data entry and data integrity into the computerized client information system and ensure strict confidentiality and privacy procedures are always followed.

Key Responsibilities include (but are not limited to):

Coordinating Psychiatric Clinic:

• Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
• Communicate with employees, supported individuals, family members or advocates, internal and external parties to coordinate appointments and ensure the effective administration of clinic.
• Set up and maintain filing systems, both electronic and hard copy.
• Receive and forward referrals for service.
• Requests and receives paperwork prior to the appointments, sends to the appropriate medical professional.
• Coordinates remote clinic sessions with medical professionals, supported individuals, Clinical Consultants and supported individuals.
• Classify, sort, and file correspondence, records, and other documents.
• Handle sensitive and confidential material in accordance with established policies.
• Transcribe physicians’ written orders, meeting notes, and process them in an appropriate and timely manner.
• Contact and liaison with clinical providers, pharmacists and other community clinical partners as required to coordinate appointments and related services on behalf of supported individuals and clinical services team.
• Contact pharmacists and local pharmacies to ensure accurate and updated information of medications and related therapeutic directives.

Clinical Services Administrative Support

• Provide administrative support to Clinical Consultants and other clinical team members.
• Coordinate meetings for the Behaviour Standard Committee, take meeting minutes, and ensure appropriate and timely follow up of action items.
• Update supported individual records in electronic client database as required and in a timely manner.
• Requests, maintains and records receipt of required documentation such as; consent forms, release of information authorization, Prescriptions for protective devices.

Related Administrative Support

• Support Pathways administrative requirements as assigned and required.

The successful candidate must have the following qualifications/experience:

• Medical Terminology Certificate required
• Diploma in Medical Office Administration. Evidence of relevant and related post-secondary diploma from an accredited academic institution required.

Ideal candidates will also have skills and abilities which include:

• Effective written and verbal communication skills
• Demonstrated current knowledge and skill in the use of electronic client record systems
• Demonstrated proficiency with Microsoft Office Suite required
• Ability to apply standard mathematical skills such as calculations, formulas, and equations to perform a variety of calculations

• Ability to clean, process & manipulate data sets to provide statistical reporting, primarily using Excel
• Ability to create visual representations of data collection for use by internal and external partners

• Demonstrated ability in problem solving
• Demonstrated willingness to learn/innovate
• Commitment to customer service and teamwork
• Effective organizational and prioritizing skills
• Demonstrated interpersonal skills
• Excellent teamwork skills
• 2 years clinical administration duties in a clinical setting, preferably in community based, not for profit agency supporting people with cognitive disabilities.

Please quote the posting number when applying. Interested applicants are invited to submit both a cover letter and resume reflecting the specific job requirements, qualifications, and experience.

Our hiring process may include AI screening for keywords and minimum qualifications. Recruiters review all results.

We thank all applicants, but only those selected for an interview will be contacted. In accordance with the Freedom of Information and Privacy Act, personal information is collected and will only be used for the purpose of candidate selection. Pathways is committed to an inclusive, barrier-free selection process. If contacted regarding this competition, please advise Human Resources of accommodation measures you may require during our selection process. Information received relating to accommodation needs of applicants will be addressed confidentially.