POSITION TITLE

Admissions Assistant

SHIFT TYPE

Weekdays

DEPT/PROGRAM

Forensic Assessment Program

JOB CLASS

Clinical Laison Coordinator

EMPLOYMENT TYPE

Temporary Full-Time, up to 18 Months

RATE OF PAY

$29.89-33.80 per hour

WORK SCHEDULE

37.5 per Week

EMPLOYEE GROUP

OPSEU

POSTING TYPE

Open

POSTING DATE

November 24th, 2025

HYBRID ELIGIBLE

Yes

NUMBER

1

Waypoint Centre for Mental Health Care is a 315-bed academic and teaching hospital that provides specialized mental health, addiction and geriatric care. Located on the shores of Georgian Bay, we serve some of the most complex and disadvantaged individuals in Ontario and are the sole provider of high-secure forensic mental health services in the province.

The Director of Forensic Assessment Programs is currently seeking a temporary full-time Admissions Assistant. The purpose of the position is to coordinate the admission, discharge and transfer of patients within the Forensic Assessment Program, to receive initial requests from referral sources and make a preliminary determination of the appropriateness of the referral.

Please Note: This position offers a hybrid work environment consisting of in-office and remote work. Office location is 500 Church St in Penetanguishene, ON

For information about funding incentives for nurses, our enhanced employee referral program, housing, orientation and other employment-related information please follow this link to our employment web page. https://www.waypointcentre.ca/get-involved/join-our-team

KEY ACCOUNTABILITIES:

• Receiving initial requests for admissions for the High Secure Provincial Forensic Programs and the Brebeuf Regional Forensic Program from province wide referral sources, e.g. provincial Courts, mental health court support workers, general and psychiatric hospitals, legal counsels, and correctional facilities.

• Obtaining all relevant information to make initial determination of the appropriateness of referral, e.g. need for maximum secure setting. Reviewing referral requests with Clinical Director to confirm admission dates.

• Checking admission documentation to ensure conformance with legislation (e.g. Criminal Code or Mental Health Act).

• Pre-register patients in meditech, complete Forensic Updates and Intake Assessments

• Preparing intake package of relevant information for attending psychiatrist, nursing and allied staff

• Monitoring psychiatrists schedules for availability to admit patients, attend Court and Ontario Review Board hearings, and to schedule client case conferences.

• Liaising with Correctional Records and Healthcare staff and Waypoint clinical and Front Office staff to coordinate logistics for admissions

• Liaising with Courts, legal counsels, Crowns office and court support workers regarding changes to legal status of admissions and extensions to Court Orders.

• Triage court information for all in custody high secure court matters to hospital contacts and complete applicable documentation according to Hospital Policies to ensure attendance at court appearances as required and monitor return to court dates. Ensuring appropriate court orders are received and legal status’ updated in the clinical record.

• Coordinating clients’ discharge to Court by contacting correctional and police services to confirm pick-up and transportation, by monitoring completion by transcription of psychiatric court reports, by emailing court reports to Judges and legal counsels prior to client’s court appearance.. By monitoring and documenting changes in legal status, clients returned to court on Leave of Absence status and confirming re-admission as required.

• Monitoring bed availability as determined by pending discharge dates on the forensic assessment units and within the building. Updating provincial bed registry and Forensic Lists on a daily basis for inter-provincial and internal transfers.

• Collecting and collating information, as required and/or directed, to compose correspondence and/or prepare reports/presentations/spreadsheets/graphs/special projects in response to requests from senior management, external community partners, and associated ministries using various software applications (Word, Excel, Access, PowerPoint, etc). Provide word processing services to government standards to create, charts, graphs, tables, manuals, policy/procedures, confidential material, letters, memorandums, minutes, forms, and merging of lists, etc; receiving documents from Teams and proofing and formatting to Ministry standards by using various software applications; Operating Divisional specific software (i.e. AIM’s software).

• Receiving, prioritizing, storing and distributing information from all mediums (telephone, mail, fax, email); responding as required and/or directed; drafting responses as required for own or manager’s signature; ensuring items are brought forward and followed up as directed; ensuring filing system complies with common practices; maintaining a bring-forward file; ensuring that pending issues are addressed coordinating arrangements to facilitate transfer, admission, discharge, as required; Coordination of outreach activities/community linkages as required.

• Taking and processing minutes or reviews of assigned committees/meetings; composing, typing and distributing agenda, meeting coordination - arranging attendees, including electronic invitations; room booking.

• Coordinating schedule of Program Coordinator/Department Manager using own judgment to set up appointments; determining urgency and nature of appointments; attaching pertinent information.

• Participation in/leadership of projects or work groups/committees as directed by, or approved by the Program Coordinator/Department Manager e.g. facility’s operating plan, accreditation support, AIM’s newsletters.

  REQUIREMENTS/QUALIFICATIONS:

• Successful completion of a recognized post-secondary secretarial/medical legal training or office management program or equivalent experience in a health care environment.

• Eligible for appointment as Commissioner for Taking Affidavits to expedite Appeals under the Mental Health Act and Health Care Consent Act.

• Job requires up-to-date knowledge of the Criminal Code of Canada, Review Board procedures, Mental Health Act, Health Care Consent Act and Substitute Decisions Act in order to advise hospital personnel on significant issues, liaise with various groups (Courts, Crown’s Office, Review Boards, legal counsel); identify discrepancies.

• Knowledge of the Patient Advocate and Rights Advisor Program, OTN system, Microsoft Suite of products including Teams, Zoom, scheduling and process for hearings.

• Knowledge of the hospital’s programs and policies to complete administrative tasks such as scheduling hearings, committee meetings; processing order of hearings. Experience with administrative procedures to set up and maintain filing systems, establish procedures for tracking of court appeals, hearings, adjournments, hospital policies, etc.

• Preference for experience coordinating and prioritizing own work consisting of multiple support

• responsibilities (e.g. scheduling and making arrangements for Court ordered admissions, hearings and pre-hearing conferences by assembling background information, arranging space, contacting participants including seeking physician availability, program areas and ensuring appropriate procedures are followed for patient escorts to the hearings when needed etc.

• Experience composing high-level correspondence (e.g., to Courts, Correctional Centres, Review Boards, hospitals, counsel, committees) which frequently involve medical, psychiatric and legal terminology.

• Experience with answering inquiries from staff, patients/families, Courts, counsel and Review Boards re treatment issues, hearings, adjournments, scheduling, availability of witnesses.

• Results oriented work ethic to work independently and undertake tasks needed to accomplish work objectives and deliver quality, consistent and timely results

• Demonstrated leadership, conflict resolution, interpersonal and organizational skills

• Proven written and verbal communication skills

• Proven ability to adapt readily to change and reflects an optimistic and positive attitude

• Models and promotes core ethical practice, Waypoint Values (Caring, Respect, Accountability, Innovation)

• Preference for proficiency in French/English language skills.

HOW DO I APPLY?

Waypoint employees apply through the Employee Self-Service portal at https://employees.waypointcentre.ca and external applicants apply to Join our Team, Career Opportunities | Waypointby close of business (4:00 pm)on December 4th, 2025 quoting Job ID WC25-296. Attach your cover letter and resume detailing why you are interested in this opportunity and how you meet the qualifications and key accountabilities specified.

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