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Applications close September 15th, 2026
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Saint Paul University

Receptionist

Auto-translated from French · original: Réceptionniste

4 × 9hr days$47k – $58kOnsite · Ottawa, ON, Canada

Job Title:

Receptionist

Competition Number:

017-2026

Administrative Unit:

Faculty of Human Sciences, School of Counselling, Psychotherapy and Spirituality Counselling and Psychotherapy Centre

Immediate Supervisor:

Director, Counselling and Psychotherapy Centre

Employment Type:

Temporary, 6-month contract (unionized)

Work Schedule:

35 hours per week

Salary Scale:

Level 3 – ($46,649 – $58,476)

The masculine gender is used without discrimination and for the sole purpose of making the text easier to read.

Saint Paul University (1848) is the founding college of the University of Ottawa, with which it has maintained a federation agreement since 1965. Bilingual and human-scaled, it has over 1,000 students; it offers programs in social communications, counselling and psychotherapy, canon law, public ethics, conflict studies, philosophy, theology, human relations, transformative leadership, and social innovation and spirituality. Saint Paul University offers a work environment conducive to professional growth and competitive benefits.

Saint Paul University stands out for its integration of learning and research with social engagement, which allows for a unique student experience. It participates in the dialogue on contemporary issues and is resolutely committed to social justice.

SUMMARY OF DUTIES

The Counselling and Psychotherapy Centre was founded in 1974 with the goal of 1- offering students in the Master’s and Doctoral programs in counselling and spirituality the opportunity to apply the knowledge and skills acquired with clients, in a formative setting and under the supervision of qualified professionals, and 2- providing individual, couple, or family psychotherapy services, in French and English, to the Ottawa-Gatineau community.

Under the supervision of the Centre Manager, the incumbent is responsible for providing courteous and professional reception services to clients, students, supervisors, and professors; answering or redirecting calls and emails; and creating and maintaining client files.

Due to the nature of the services offered at the Counselling Centre, the incumbent must strictly comply with the Centre’s policies and procedures (particularly regarding confidentiality), the standards of practice of the College of Registered Psychotherapists of Ontario (CRPO), and applicable provincial and federal laws.

MAIN DUTIES

Customer Service:

  • Welcome professors, supervisors, and students in a courteous and professional manner.
  • Welcome clients, process transactions, and provide receipts.
  • Direct individuals in crisis to appropriate resources as needed.
  • Support students when they are managing crisis situations with clients in accordance with the Centre’s policies and procedures.

Communications:

  • Answer calls and emails regarding all facets of the activities under their responsibility. Document relevant client interactions in their files.
  • Redirect communications to the appropriate individuals, in accordance with current policies and procedures.

Office Management:

  • Maintain a clean, organized, and safe workspace.
  • Ensure good communication with the evening office assistant to ensure daily coordination of reception activities.
  • Train new employees, if applicable, regarding work methods and the policies and procedures to be followed at the reception desk.

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 profile and client file, and schedule an assessment appointment (call triage). Ensure that the information collected is accurate, including billing information.
  • Maintain the waiting list: categorize clients on the appropriate waiting lists in the database.
  • Perform periodic follow-up calls for clients waiting for service according to the Centre’s policies and procedures.
  • Process files to be assigned to students at the manager's request.
  • Review files to be closed or cancelled and process them according to established procedures.
  • Make changes to appointments and/or the recording system at the request of students or supervisors according to the Centre’s policies and procedures.

General:

  • Ensure the 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 Manager for follow-up as needed and/or propose individual or collective follow-ups/reminders.
  • Inform the Centre Manager in the event of complaints from clients or behavioral issues from students.
  • Share session recordings in VALT with faculty members or supervisors, as requested.
  • Schedule supervision meetings in VALT, as requested.
  • Update the VALT database in accordance with the Centre’s policies and procedures.

Other:

  • Assist the Centre Manager with special projects and other administrative tasks, as needed.

EDUCATION, KNOWLEDGE, AND EXPERIENCE

  • College diploma (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 current administrative practices and procedures;
  • Advanced level of bilingualism (English and French) in both oral and written forms;
  • Good oral and written communication skills;
  • Organized, with the ability to work under pressure and at a fast pace;
  • Sense of responsibility and confidentiality;
  • Excellent interpersonal skills;
  • Advanced knowledge of the Microsoft Office suite (Word, Excel, Outlook) and the ability to quickly learn new software (Jane, VALT, etc.).
  • Suicide prevention training (ASIST training) is an asset.

Interested candidates are invited to submit their application online at Job Opportunities (ustpaul.ca) by September 15, 2026, at 11:59 p.m.

We thank all those who apply. We will only contact candidates selected for the next stage of the selection process.

We subscribe to the principles of employment equity and encourage the participation of all individuals eligible to work in Canada. If your application is selected and you believe you require accommodation during the selection process, please inform us if you are contacted for an interview. Personal information is protected in accordance with the provisions of the Privacy Act.

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