Gladue Intake Coordinator

BRIEF OVERVIEW OF THE JOB

Reporting to the Gladue Services Director, the Gladue Intake Coordinator is responsible for the daily monitoring, processing, and tracking of incoming referrals received from Crown and Defence Counsel. The position ensures that all required referral information is accurately entered, verified, and maintained in GIMS and the Intake tracking spreadsheet. The position also requires contacting the subject of Gladue Reports and Letters by phone call/email to gather contact and ancestry information prior to assignment to a Gladue writer. This work is performed alongside the Intake Specialist.

The Intake Coordinator serves as a key first point of contact for incoming files and general inquiries, supporting timely communication between counsel, clients, and internal staff. This role requires strong professionalism, attention to detail, organization, communication, follow-up, and the ability to manage a high volume of incoming referrals.

If you are highly organized, thrive in a structured work environment, and are passionate about supporting Indigenous justice initiatives, we encourage you to apply.

 KEY RESPONSIBILITIES:

The Gladue Intake Coordinator is responsible for the following key functions. 

Report and Letter Referrals

• Monitor GIMS daily for new referrals from Crown and Defence Counsel.
• Review all incoming referrals to ensure that all required information and documentation have been provided.
• Cross-reference information entered in GIMS against the Intake Excel spreadsheet to ensure that records are complete, accurate, and consistent.
• Ensure all required contact information for Defence Counsel and their client is current, active, and functional to facilitate timely communication.
• Enter and update referral information in GIMS and the Intake tracking spreadsheet if changes arise throughout the referral lifecycle.
• Track outstanding information and follow up with Crown and Defence Counsel regarding missing, incomplete, or unclear information.
• Verify and update court dates via the Court Services Online (CSO) system or by contacting Defense/Crown.
• Maintain accurate records of follow-up requests and outstanding information.
• Ensure completed intake information is ready for an efficient handoff to the Intake Specialist.
• Identify discrepancies or issues with referrals and escalate them to the appropriate staff member when necessary.

Communication & Correspondence

• Act as a first point of contact for incoming phone calls and emails relating to new referrals and intake matters.
• Assist the Intake Specialist with contacting individuals requesting a report via phone or email to gather accurate contact information as well as Indigenous ancestry.
• Respond to all new GIMS Account setup and related questions and engage IT where necessary.
• Responsible for basic office duties, responding to emails, phone calls, data entry and reporting.
• Monitor the Gladue Services intake-related email correspondence daily and forward correspondence to the appropriate staff member when a response or decision is required.
• Maintain professional and timely communication with Crown and Defence Counsel, court personnel, clients, and internal staff.
• Follow up on outstanding correspondence and information requests as required.

Data Entry & Administrative Support

• Maintain updated SharePoint client files with new information received from the Crown or Defense.
• Handle confidential information with discretion and professionalism.
• Assist with file assignment during periods of high volume.
• Assist with distribution of Gladue Letters and Staff each Friday where the Quality Assurance Specialist is unavailable.
• Support the Intake Specialist and other staff with administrative intake tasks when additional capacity is required.
• Assist with maintaining smooth workflow between intake, assignment, writing, review, and distribution processes.
• Performs other related duties as assigned.

Daily Responsibilities

The Intake Coordinator is expected to complete the following tasks on a daily basis:

• Review GIMS for new incoming referrals.
• Review each referral for completeness and required information.
• Cross-check GIMS information against the Intake Excel spreadsheet.
• Verify that contact information is accurate and functional.
• Enter and update all required data.
• Identify and track missing information.
• Follow up with Crown and Defence Counsel regarding outstanding information.
• Monitor and respond to incoming intake-related emails and phone calls.
• Contact individuals regarding their Indigenous ancestry information.
• Forward correspondence to the appropriate staff member(s) for response.
• Prepare completed referrals for handoff to the Intake Specialist.
• Assist with assignment and distribution during high-volume periods, as require.

EDUCATION/EXPERIENCE

Required

Indigenous Perspective/Foundations 

Strong Knowledge and/ or some living/working experience (1-4 yrs) in or with an Indigenous community and/or practices with broad knowledge/experience Indigenous culture, art, land rights, language and history or traditions.

Western Ways

• A minimum of two years’ experience in a similar role such as case management or legal administration
• Strong organizational and time management skills, with the ability to track multiple deadlines.
• Excellent communication skills, both written and verbal, for liaising with writers, legal reviewers, and court stakeholders.
• Knowledge of court processes and legal terminology.
• Proficiency in Microsoft Office Suite, database management, and case-tracking software (e.g., GIMS).
• Understanding of Gladue principles and Indigenous justice issues is an asset.
• Ability to maintain a high level of professionalism and confidentiality.
• Independently motivated, with the ability to take on tasks and duties without immediate direction.
• Ability to problem-solve and investigate discrepancies in report statuses.
• Collaborative, team-based approach.
• Criminal Record Check (RCMP – Working with Vulnerable Sector)
• Must be able to pass a clearance at correctional centres in BC.

 WORKING CONDITIONS & PHYSICAL DEMANDS

Mental:

• Dealing with large amounts of data and confidential information.
• Dealing with highly sensitive situations.
• Dealing with vicarious trauma

Physical:

• Work long hours using computer.
• Work long hours may include standing, sitting, and/or walking.

 Environmental Conditions:

• Work is performed primarily remotely.

Job Description: Gladue Intake Coordinator

Reporting: This position will report to the Legal Supports Supervisor

Location: Remote

Office type: Remote

Pay Range: $55,000 - $65,000 annually

Benefits: Extended benefits package that includes extended health and dental, personal days, paid vacation, and RRSP/TFSA savings plans

Hours: Full-time (35 hours/week); Mondays to Fridays, 8:30am - 4:30pm

While we recognize the value of diversity in the workplace and welcome applications from people of all backgrounds, preference will be provided to Indigenous applicants in accordance with section 41 of the BC Human Rights Code. Candidates of Indigenous background are encouraged to self-identify on their application.