[Hiring] Program Support Assistant @Providence Health Care

Role Description

Reporting to the Program Leader or designate, the Program Support Assistant is responsible for providing a variety of administrative, general clerical and other related duties in the operation of the Clinic. Duties include:

• Screening and prioritizing incoming correspondence
• Maintaining appointment calendars for designated staff
• Booking and scheduling client appointments
• Handling clinic reception
• Inputting client information and maintaining related databases
• Assisting the Clinic in the development and implementation of administrative policies and procedures
• Coordinating routine building maintenance and security requirements
• Ordering equipment and supplies
• Records management and timekeeping

Qualifications

• Grade 12, supplemented with standard commercial and related computer courses, medical office assistant course from a recognized institution
• Three (3) years' recent, related experience, or an equivalent combination of education, training and experience
• Proficient with computers and ability to learn and manage new technology systems
• Proven word processing skills
• Ability to create and work with spreadsheets, Microsoft Office documents and clinical databases
• Ability to type 40 wpm
• Business writing skills
• Knowledge of medical terminology
• Knowledge of the principles and practices of office and community clinic management
• Ability to maintain effective working relationships with employees, patients, other service providers and the general public
• Ability to explain clinical contracts, clinic procedures and regulations
• Ability to maintain confidentiality and communicate effectively both verbally and in writing
• Ability to work under pressure, multi-task, problem-solve, take initiative, anticipate potential problems/conflicts and take appropriate actions
• Ability to organize and prioritize workload and meet deadlines
• Ability to supervise the maintenance of complex clinical records and prepare statistics/narrative reports from the records
• Ability to assist staff with basic troubleshooting related to technology systems
• Ability to work as part of a team and participate in meetings
• Ability to operate standard office equipment
• Ability to deal with and direct members of the building trades/maintenance
• Physical ability to carry out the duties of the position

Requirements

• Performs secretarial duties such as screening and prioritizing incoming clinic mail
• Maintaining appointment schedules and clinic booking system
• Arranging meetings and taking minutes
• Composing correspondence and updating database in accordance with established procedures
• Inputting client information, preparing and maintaining client charts
• Maintaining relevant registers/databases, updating manuals and preparing medical and other reports
• Answering general inquiries via general info email account
• Assisting with client intake by obtaining information and completing documentation required for admission
• Scheduling and confirming clients for services and establishing and maintaining waiting lists
• Performing record management duties such as setting up and maintaining filing systems
• Assisting Clinical Supervisor or Program Leader with worksite policies/procedures
• Authorizing pre-approved expenditures within a set limit and processing associated billings
• Processing and monitoring expenditures by developing/maintaining capital inventory systems
• Arranging building maintenance and cleaning
• Assisting with security functions for site
• Assisting in the orientation of new staff
• Implementing and ensuring compliance with organizational and departmental standards for records management
• Performing payroll functions such as maintaining the security of timesheets and payroll records
• Performing a variety of clerical functions such as arranging for couriers and filing
• Liaising with IMITS and Facility management on related issues
• Performing other related duties as assigned

Company Description