Central Intake Coordinator

ABOUT US

Siloam Mission is a Christian-based non-profit service organization for Manitobans who have experienced homelessness and who struggle with mental health issues, physical and cognitive disabilities, addictions, or trauma. Founded in 1987, the mission provides emergency shelter, meals and clothing, supportive housing, and a variety of healing, support, and recovery services to help people transform their own lives and reach their full potential.

What matters to you?

Being in a work culture that operates out of their core values of HEART (holistic, equity, altruism, relationships, and truth and reconciliation) - embracing diversity, promoting equality and inclusion.

JOB SUMMARY

The Central Intake Coordinator serves as the primary point of contact for referrals to Siloam Mission's housing, MTCU, and specialized Case Worker programs. The position is responsible for coordinating referrals, completing preliminary eligibility screening, maintaining accurate records, and connecting applicants with the appropriate departments for further assessment and approval.

Working collaboratively with internal departments and external service providers, the Coordinator supports timely and efficient access to services, maintains centralized referral and caseload information, and contributes to program reporting and continuous improvement.

KEY DUTIES & RESPONSIBILITIES

Centralized Intake and Referral Coordination

• Serve as the primary point of contact for internal and external referrals to Siloam Mission housing, MTCU, and specialized Case Worker services.
• Complete preliminary eligibility screening, review required documentation, and direct referrals to the appropriate department for secondary assessment and approval.
• Communicate with referral sources regarding eligibility, outstanding documentation, referral status, decisions, and next steps.
• Coordinate referrals and warm handoffs between internal departments and external service providers, including hospitals, housing providers, community organizations, and Naatamooskakowin partners.
• Identify and escalate urgent, complex, or unclear referrals, as well as emerging intake delays or capacity concerns.
• Maintain effective working relationships and support respectful, person-centred, trauma-informed, and culturally responsive communication with community members and service partners.

Housing Intake

• Maintain housing application records, eligibility lists, and waitlists in collaboration with Property Administration and housing staff.
• Monitor housing availability and coordinate the referral of eligible applicants for further assessment and approval decisions.
• Transfer approved applicants and relevant documentation to Property Administration/housing staff for move-in coordination and tenancy administration.

MTCU Intake

• Screen MTCU referrals from hospitals, shelters, and internal referrals, using established eligibility criteria and forward eligible referrals to the designated MTCU representative for clinical interviews.
• Communicate preliminary eligibility outcomes and authorized admission decisions to referral sources, escalating uncertain or clinically complex referrals as appropriate.
• Maintain eligibility lists and waitlists.

Case Worker Referral and Caseload Coordination

• Receive and screen external referrals to specialized Case Worker programs, including Transition Services, Housing Loss Prevention, and other funded services, in accordance with established eligibility and funding requirements.
• Use centralized tracking tools to identify potential Case Worker availability based on funding allocations, competency levels, and caseload capacity.
• Recommend Case Worker assignments to the Case Worker Manager for approval and communicate approved assignments to the appropriate parties.
• Coordinate incoming and outgoing Naatamooskakowin referrals, matches, documentation, and warm handoffs.

Program Administration, Data Collection and Reporting

• Maintain accurate and confidential centralized records of referrals, applications, caseloads, funding allocations, program activities, and outcomes.
• Complete accurate documentation on in-house software.
• Maintain documentation in accordance with departmental procedures and applicable privacy legislation.
• Collect and compile Case Worker statistics, review submissions for completeness and apparent discrepancies, and follow up on missing information.
• Maintain centralized referral tracking dashboards, caseload assignments, and track and report on outcomes of casework activity.
• Prepare a monthly report for all intake referrals, casework activity, and provide data to appropriate manager.
• Maintain current intake procedures, eligibility information, forms, and reference materials, identifying opportunities to improve administrative efficiency and referral processes.

Additional Administrative Support

• These duties are secondary to the position's core intake and referral coordination responsibilities.
• Coordinate administrative referrals for furniture, housewares, and other participant resources.
• Maintain urgent-needs lists and support hamper sign-ups, associated statistics, and transportation resource records.
• Provide limited administrative support for program-related meetings and documentation.
• Other duties as assigned applicable to the position.

EDUCATION & EXPERIENCE

• Completion of a diploma in office administration or related field. Combination of education and experience may be considered.
• Experience in social services sector an asset.
• Minimum 2 years of relevant administrative or coordination experience.
• Experience using Microsoft Office, databases, and electronic tracking systems.
• Experience with HIFIS or similar client management systems considered an asset.

KNOWLEDGE/SKILLS/BEHAVIORS

• Excellent verbal and written communication and interpersonal skills, with the ability to build positive working relationships with diverse individuals and service providers.
• Knowledge of homelessness, addiction, and mental health issues an asset.
• Understanding of person-centred, harm-reduction, trauma-informed, and culturally responsive practices.
• Understanding of Indigenous history, colonization and its impacts on Indigenous peoples.
• Strong technical skills, including proficiency in Microsoft Office (Outlook, Word, Excel, etc.) and the ability to learn new software; ability to type 40 WPM.
• Exceptional organizational skills, with the ability to manage competing priorities and deadlines.
• Sound judgment and problem-solving skills.
• Strong attention to detail and accurate recordkeeping.
• Ability to work independently and collaboratively across departments.
• Ability to maintain confidentiality professional boundaries; understanding and adherence to PHIA, FIPPA and related legislation.
• Adaptable, dependable, and accountable.
• Knowledge of housing, homelessness, and community resources considered an asset.
• Commitment to Siloam Mission's values.

RELATIONSHIP

• Works closely with Case Workers, departmental admissions personnel
• Builds and maintains professional, collaborative relationships with sector partners and referral agencies, internal departments within Siloam.

WORKING CONDITION

• Hours of work: Monday-Friday, 8:00 am – 4:30 pm.
• Office environment.
• May be required to lift up to 50 lbs. occasionally.
• Hazardous conditions could potentially include unpredictable or risky behaviours from community members.
• Must have valid Class 5F driver’s license, an acceptable driver abstract, access to a vehicle in good condition.

WORKPLACE SAFETY AND HEALTH

The incumbent contributes to making the organization safe for clients and staff and recognizes the importance of reporting unsafe situations and participating in follow-up reviews as a learning opportunity.

• Provides a safe environment by ensuring adherence to Workplace Safety and Health Regulations and Policies, Infection Control Guidelines, WHMIS and Safe Work Procedures
• Immediately investigates and recommends corrective action on any unsafe acts, work conditions, incidents, near misses, injuries or illnesses
• Demonstrates understanding of role and responsibilities in fire prevention and disaster preparedness and participates in safety and health training programs including the facility’s Fire, Disaster and Evacuation Plan
• Supports an environment which avoids, prevents and corrects all activities or actions which may result in an adverse outcome in the delivery of services. Community Member safety is a standing item for all individual and departmental meetings
• If applicable the use of proper PPE and respiratory equipment is provided by the manager of the department and must be worn as suggested

CONDITIONS OF EMPLOYMENT

• The successful candidate must maintain legal eligibility to work in Canada. If the successful candidate possesses a work permit, it is their responsibility to ensure the permit remains valid.
• A Police Information Check satisfactory to the employer will be required from the successful candidate, at their expense. To obtain Police Information Check information please visit https://www.winnipeg.ca/police/services/online-record-checks.
• The successful candidate must provide a satisfactory Adult Abuse Registry check. To obtain an Adult Abuse Registry application please visit: Province of Manitoba | Families | Adult and Child Abuse Registry (gov.mb.ca)

Siloam Mission Inc. promotes Employment Equity and is strongly committed to building a skilled and diverse workforce reflective of Canadian society. Therefore, we encourage candidates to voluntarily self-identify on their application if they are members of the underrepresented groups (women, Indigenous persons, a person with a disability, or a visible minority).

Salary: $41,768 - $56,509

Siloam Mission offers a competitive compensation package, including comprehensive health and dental benefits, a pension plan, paid time off, and additional wellness supports, as well as opportunities for professional growth and development. We follow a structured salary guide to ensure fair, equitable, and consistent compensation across our team, taking into account directly related experience and internal equity in all offers.

CLOSING DATE: 08 NOV 2026

Please include cover letter, resume, and three (3) work references for consideration.

Note: Applications will only be accepted if you apply on Siloam Missions Careers Page. We appreciate all that apply, however; only qualified candidates will be contacted for an interview.