Receptionnist | Réceptionniste in Ottawa, Ontario at Universite Saint-Paul

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

Job Type :

Temporary– 6 months Contract (Unionized)

Work Schedule:

35 hours per week

Salary Scale :

Level 3 – ($ 46, 649 – $ 58, 476)

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, Human Relations, Transformative Leadership and Spirituality, and Social Innovation. Saint Paul University offers an environment conducive to professional growth and competitive benefits.

Saint Paul University is known for its integration of learning and research with social engagement, resulting in a unique student experience. It participates in dialogue on contemporary issues and is committed to social justice.

SUMMARY

The Counseling and Psychotherapy Centre was founded in 1974 with the aim of: 1- offering Master's and Ph.D. students in counseling 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 Center Director, the incumbent is responsible for providing courteous and professional reception service to clients, students, supervisors, and professors; answering or redirecting calls and emails; and creating and maintaining client records.

Due to the nature of the services offered at the Counseling Center, the incumbent must closely adhere to the policies and procedures of the Center (especially regarding confidentiality), the practice standards of the Ontario College of Registered Psychotherapists (CRPO), and applicable provincial and federal laws.

KEY RESPONSIBILITIES

Customer Service:

• Greet professors, supervisors, and students courteously and professionally.
• Welcome clients, process transactions, provide receipts.
• Direct individuals in crisis to to the appropriate resources as needed.
• Support students when managing crisis situations with clients in accordance with the Centre's policy and procedures.

Communications:

• Respond to calls and emails related to all aspects of assigned activities. Document relevant interactions with clients in their file.
• Redirect communications to 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 coordinate daily reception activities.
• Train, if necessary, new employees in work methods and reception policies and procedures.

Creating and Maintaining Client Records in the Database:

• Open files for new clients: provide information about our services, collect and record client information in the client profile and file, schedule an assessment appointment (call triage). Ensure collected information is accurate, including billing information.
• Keep the waiting list up to date: categorize clients on appropriate waiting lists in the database.
• Ensure periodic telephone follow-ups for clients waiting for service according to Center policies and procedures.
• Process files to be assigned to students at the request of management.
• Review files to be closed or canceled and process them according to established procedures.
• Make changes to appointments and/or recording systems at the request of students or supervisors according to Centre policies and procedures.

General:

• Ensure confidentiality and protection of clients' and students' personal health information by complying with institutional policies and procedures.
• Ensure compliance with Centre 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 of client complaints or student behavioral issues.
• Share session recordings in VALT with faculty or supervisors, as requested.
• Schedule supervision meetings in VALT as requested.
• Update VALT database in accordance with Centre policies and procedures.

Others:

• Assist the centre director with special projects and other administrative tasks, as needed.

EDUCATION, EXPERIENCE AND KNOWLEDGE

• College diploma of at least 2 years in administration or a related field. Equivalent work experience will be considered.
• Administrative experience of at least 2 years in the mental health, health, or related field.
• Good knowledge of current administrative practices and procedures.
• Advanced level of bilingualism (English and French) both orally and in 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.).
• Suicide prevention training (ASIST training) is an asset.

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

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 individuals eligible to work in Canada. If your application is successful and you require accommodation during the selection process, please notify us if you are contacted for an interview. Your personal information is protected under the provisions of the Privacy Act.

Titre du poste :

Réceptionniste

Numéro de concours :

017-2026

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 :

Temporaire, Contrat de 6 mois (syndiqué)

Horaire de travail :

35 heures par semaine

Échelle salariale :

Niveau 3 –(46, 649 $ – 58, 476$)

Le masculin est utilisé sans aucune discrimination et dans le seul but d’alléger le texte.

L’Université Saint-Paul (1848) est le collège fondateur de l’Université d’Ottawa, avec laquelle elle a conservé un lien de fédération depuis 1965. Bilingue et à échelle humaine, elle compte plus de 1000 étudiants; elle offre des programmes en communications sociales, counseling et psychothérapie, droit canonique, éthique publique, études de conflits, philosophie, théologie, relations humaines, leadership transformatif et spiritualité et innovation sociale. L'Université Saint-Paul offre un environnement de travail propice à l’épanouissement professionnel et des avantages sociaux compétitifs.

L’Université Saint-Paul se démarque par l’intégration de l’apprentissage et de la recherche à l’engagement social, ce qui permet d’offrir une expérience étudiante unique. Elle participe au dialogue sur les enjeux contemporains et est résolument tournée vers la justice sociale.

RÉSUMÉ DES FONCTIONS

Le Centre de Counselling et de psychothérapie a été fondé en 1974 et a comme but 1- d’offrir aux étudiants de la maîtrise et du doctorat en counselling et spiritualité, l’occasion de mettre en application les connaissances et les habiletés acquises auprès de clients, dans un cadre formatif et sous la supervision de professionnels qualifiés et 2- de fournir des services de psychothérapie individuelle, de couple ou de famille, en français et en anglais, à la communauté de la région d’Ottawa-Gatineau.

Sous la supervision du gestionnaire du Centre, le titulaire est responsable d’offrir un service d’accueil courtois et professionnel aux clients, étudiants, superviseurs et professeurs; de répondre ou rediriger les appels et les courriels; et de créer et tenir à jour les dossiers des clients.

En raison de la nature des services offerts au Centre de Counselling, le titulaire du poste devra se conformer étroitement aux politiques et procédures du Centre (particulièrement en ce qui a trait à la confidentialité), aux normes de pratiques de l’Ordre des psychothérapeutes autorisés de l’Ontario (OPAO) et aux lois provinciales et fédérales applicables.

FONCTIONS PRINCIPALES

Service à la clientèle :

Communications :

Gestion de bureau :

Créer et tenir à jour les dossiers des clients dans la base des données :

Général :

Autres :

FORMATION, CONNAISSANCES ET EXPÉRIENCE

Les candidats intéressés sont priés de soumettre leur candidature en ligne à Offres d'emploi (ustpaul.ca) d'ici le 15 septembre 2026 à 23 h 59.

Nous remercions toutes les personnes qui ont posé leur candidature. Nous communiquerons uniquement avec les candidats retenus pour la prochaine étape de sélection.

Nous souscrivons aux principes de l’équité en matière d’emploi et nous encourageons la participation de tous les individus éligibles à travailler au Canada. Si votre candidature est retenue et que vous croyez avoir besoin de mesures d’adaptation au cours du processus de sélection, veuillez nous en informer si vous vous êtes contacté pour une entrevue. Les renseignements personnels sont protégés conformément aux dispositions de la Loi sur les renseignements personnels.