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Applications close July 8th, 2026
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Saint Paul University

Evening Office Assistant

Auto-translated from French · original: Assistant de bureau de soir

4 x 9hr days$50k - $63kOnsite · Ottawa, Canada

Job Title:

Evening Office Assistant, Counselling and Psychotherapy Centre

Competition Number:

014-2026

Administrative Unit:

Faculty of Human Sciences,

School of Counselling, Psychotherapy and Spirituality

Counselling and Psychotherapy Centre

Immediate Supervisor:

Direction, Counselling and Psychotherapy Centre

Employment Type:

Indeterminate (unionized)

Work Schedule:

35 hours per week

Monday to Friday (12:00 p.m. to 8:00 p.m.)

Subject to modifications based on staffing needs.

Positions to Fill:

1

Salary Scale:

Level 4 ($50,230 to $63,006)

The masculine form is used without any discrimination and solely to lighten the text.

Saint Paul University (1848) is the founding college of the University of Ottawa, with which it has maintained a federation link since 1965. Bilingual and human-scale, it has more than 1,000 students; it offers programs in social communications, counselling and psychotherapy, canon law, public ethics, conflict studies, social innovation, leadership, ecology and equity, and theology. Saint Paul University provides a work environment conducive to professional development and competitive benefits.

Summary of Duties

The Counselling and Psychotherapy Centre was founded in 1974 and has as its primary purpose to provide master's and doctoral students in counselling and spirituality with the opportunity to apply the knowledge and skills acquired with clients in a formative setting and under the supervision of qualified professionals, and secondly to provide individual, couple, or family psychotherapy services in French and English to the Ottawa-Gatineau region community.

Under the supervision of the Centre's director, the incumbent is responsible for providing courteous and professional reception service to clients, students, supervisors, and professors, 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 intervene safely and effectively in case of emergency or potential client distress (e.g., suicide threat) in accordance with the Centre's policy.

Due to the nature of services provided at the Counselling and Psychotherapy Centre, the incumbent must strictly comply with the Centre's policies and procedures (particularly regarding confidentiality), the practice standards of the College of Authorized Psychotherapists of Ontario (CAPO), and applicable provincial and federal laws.

Main Duties

Client Service:

  • Greet professors, supervisors, and students in a courteous and professional manner.
  • Welcome clients, process transactions, provide receipts.
  • Direct people in crisis to crisis resources as needed.
  • Support students when they manage crisis situations with clients in accordance with the Centre's policy.

Communications:

  • Answer calls and emails concerning all aspects of activities under their responsibility. Document relevant interactions with clients in their file.
  • Redirect communications to appropriate persons in accordance with policies and procedures in effect.
  • Draft, translate, prepare, and send emails or other forms of communication in French and/or English at the director's request.
  • Schedule communications/emails according to a schedule pre-established by the director to support practicum coordination and other Centre activities.

Office Management:

  • Maintain a clean, organized, and safe work space.
  • Ensure daily coordination of reception activities and effective communication between different work teams. Follow up on work-study student tasks as needed.
  • Train, if necessary, employees and work-study students regarding work methods and policies and procedures to follow at reception.
  • Support students and supervisors in coordinating and booking rooms in VALT.
  • Perform regular checks of VALT to ensure accurate storage of records and proper filing of videos in accordance with the Centre's policies and procedures.
  • Make changes to appointments or the file system (VALT) at the request of students or supervisors, according to the Centre's policies and procedures.
  • Ensure compliance with the Centre's policies and procedures regarding cybersecurity and technology use, in accordance with the Personal Health Information Protection Act (PHIPA) and the practice standards of the College of Authorized Psychotherapists of Ontario (CAPO).

Create and Maintain Client Files in the Database:

  • Open files for new clients: provide information about our services, collect and record client information in the profile and client file, schedule an assessment appointment (intake call). Ensure that the information collected is accurate, including billing information.
  • Maintain the waiting list: categorize clients on appropriate waiting lists in the database. Ensure periodic follow-up calls for clients awaiting service according to the Centre's policies and procedures.
  • Ensure closure of client files within required timeframes, in accordance with the Centre's policies and procedures.
  • Process files to be assigned to students at the director's request.
  • Make changes to appointments or the records system (VALT) at the request of students or supervisors according to the Centre's policies and procedures.

File Management

  • Conduct monthly reviews of active files to ensure that all clinical notes have been reviewed and signed by supervisors, and ensure prompt follow-up of outstanding items.
  • Monitor compliance with documentation and case management standards, identifying recurring or significant issues and addressing them in accordance with established guidelines.
  • Inform the Centre's director or manager of significant or recurring issues related to file management or clinical documentation to promote prompt resolution and appropriate accountability.

Process and File Documents in Student Files:

  • Receive and file documents related to student practicums in their student file according to established conventions: supervision contract, mid-session evaluation, final evaluation, external practicum, etc.
  • Receive, process, and file documents related to direct client contact hours and clinical supervision hours for students' registration with CAPO. Transcribe information into a database.
  • Follow up on missing documents with students and keep student files up to date.

General:

  • Ensure confidentiality and protection of clients' and students' personal health information by complying with institutional policies and procedures.
  • Ensure compliance with the Centre's policies and procedures and, if necessary, intervene immediately with clients, students, professors, and supervisors when policies and procedures are not followed. Report these situations to the Centre's director for follow-up as needed and/or propose individual or collective follow-ups/reminders.
  • Inform the Centre's director of complaints from clients or behavioral problems of students.

Other:

  • Assist the Centre's director with special projects and other administrative tasks as needed.
  • Under the direction of the Centre's director, coordinate advertising efforts. Maintain a database of promotional activities and ensure regular follow-ups.
  • Provide community organizations with brochures and other promotional materials, in person, by mail, or by email.
  • Maintain an up-to-date database of external practicum opportunities, ensuring that:
    • contact information for practicum settings is current;
    • external placement forms contain up-to-date information;
    • student requests concerning practicum opportunities are processed.

Education, Knowledge, Experience and Essential Qualities

  • College diploma of at least 2 years in administration or a related field. Equivalent work experience will be considered.
  • At least 2 years of administrative experience in the field of mental health, health, or a related field.
  • Good knowledge of common administrative practices and procedures.
  • Advanced level of bilingualism (English and French) in speaking and writing.
  • 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 of Microsoft Office suite (Word, Excel, Outlook) and ability to quickly learn new software (Jane, VALT, etc.).
  • Training in suicide prevention (ASIST, Columbia, or equivalent) is an asset.

Interested candidates are asked to submit their application online at www.ustpaul.ca by July 8, 2026 at 11:59 p.m.

We thank all persons who have applied. We will communicate only with candidates selected for the next stage of selection.

We subscribe to the principles of employment equity and encourage the participation of all Canadians. If your application is selected and you believe you need accommodations during the selection process, please let us know. Personal information is protected in accordance with the provisions of the Privacy Act.