Position Title: Data Entry, Administrative and Clinical Support

Department: Children and Family Services

Program: Specialized Preschool Programs

Status: Regular Full-time, 35 hours per week

Salary: $26.832 to $29.104/hr

Application Deadline: Until Filled

Benefits include:

• 4 weeks vacation plus other leave entitlements
• Extended Group Health benefits
• Flexible Health & Wellness Spending Account
• HOOPP

Who are we?

Pinecrest-Queensway Community Health Centre is an innovative, community-based, multi-service centre. We strive to meet the needs of the diverse communities we serve. We work in partnership with individuals, families, and communities to achieve their full potential, paying particular attention to those who face barriers to care due to race, gender, income and/or ability. PQCHC is an equal opportunity employer and values diversity in its workforce. If at any stage in the selection process, you require accommodation due to a disability, please let us know the nature of the required accommodation.

Join Our Team and Make a Difference

Are you passionate about supporting families and improving early childhood outcomes? As part of our Specialized Preschool Programs, which include First Words Preschool Speech and Language, Blind-Low Vision, and the Infant Hearing Program, you’ll play a vital role in helping children reach their full potential. This position combines administrative precision with hands-on clinical support, supporting timely access to essential services for preschool-aged children and their families. From managing critical data and scheduling appointments to performing newborn hearing screenings, your work will directly contribute to identifying and addressing specific needs in the early years of life - setting children up for success. If you’re detail-oriented, compassionate, and thrive in a dynamic environment, we’d love to hear from you.

Why You’ll Love This Role

• Enjoy clear expectations with variety in your day-to-day work.
• Work closely with infants and families in a supportive environment.
• Learn new skills and gain experience in health and early childhood programs.
• Engage with diverse communities across Ottawa.
• Use your strong communication and organizational skills to make a real impact.

Job Summary & Job Specific Responsibilities:
This role combines data entry, administrative support, and the performance of newborn hearing screenings on the infant population. Comprehensive on-the-job training will be provided—perfect for someone eager to learn and grow.

Data Entry

• Accurately enter client demographics and service visit details into Ontario’s HCD-ISCIS database for Ministry-funded preschool programs.
• Maintain timely and precise data entry standards.
• Develop and follow procedures to ensure reliable data collection (forms, templates, schedules).
• Prepare program reports and assist partner agencies with related reporting needs.

Administrative Support

• Schedule infant hearing screening appointments within the IHP catchment area by processing referrals and entering client details into the electronic system.
• Confirm eligibility based on program criteria and support families in accessing services promptly.
• Communicate appointment details and preparation instructions clearly to families.
• Explain screening procedures, obtain informed consent, and ensure parents understand privacy rights and use of health information.
• Respond to parent inquiries professionally, respecting scope of practice and redirecting as needed.
• Keep scheduling systems accurate and consistent; report issues promptly.
• Provide general administrative support to the team as required.

Infant Hearing Screening

• Perform community-based infant hearing screenings on a casual, on-call basis across Ottawa (may include short-notice shifts).
• Use ADPOAE and AABR technology to conduct screenings following Ministry protocols and quality standards.
• Using pre-determined scripts, communicate screening steps, results, and next steps to families with clarity and empathy.
• Maintain accurate records, complete forms, and update electronic referrals in collaboration with Newborn Screening Ontario.
• Manage screening materials and treatment space effectively.
• Participate in Continuous Quality Improvement initiatives for the Infant Hearing Program.

Qualifications:

• Education & Experience: Post-secondary education in administration, health care, human services, rehabilitation, hearing health, communicative disorders, early childhood education, or a related field, combined with relevant work experience.
• Assets: Experience working with newborns and infants is an advantage.
• Technical Skills: Ability to learn and use scheduling systems, data entry software, and hearing screening equipment; strong understanding of guidelines and protocols.
• Attention to Detail: Accurate and reliable keyboarding skills, excellent proofreading, and the ability to work with detailed information for extended periods.
• Communication: Exceptional written and verbal skills; able to handle sensitive conversations with professionalism, patience, and cultural awareness.
• Adaptability: Resilient under change and stress; strong problem-solving and time management skills; able to prioritize effectively.
• Teamwork & Independence: Comfortable working both independently and collaboratively.
• Language: Bilingual (English/French) preferred; other languages are an asset.
• Other Requirements: Access to a reliable vehicle and a valid Ontario driver’s license. Must be available on-site (5 days/week) at PQCHC’s main location (1365 Richmond Road) and willing to travel to other Ottawa locations on short notice for screening coverage, as needed.