[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
• 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 for the Clinic such as screening and prioritizing incoming clinic mail, maintaining appointment schedules, maintaining clinic booking system, arranging meetings and taking minutes, composing correspondence and updating database
• Performs clerical duties such as inputting client information, preparing and maintaining client charts, maintaining relevant registers/databases, updating manuals and preparing medical and other reports
• Answers general inquiries via general info email account from clients, doctors' offices, community agencies, staff, and the public
• Assists with client intake by obtaining information, completing documentation required for admission, and liaising with information sources
• Performs record management duties such as setting up and maintaining filing systems, indexing files, and conducting file searches
• Assists Clinical Supervisor or Program Leader by providing input in the development and interpretation of worksite policies/procedures
• Authorizes pre-approved expenditures within a set limit and processes associated billings
• Processes and monitors expenditures by developing/maintaining capital inventory systems, verifying operating inventory levels, reviewing requisitions, sourcing special supplies, and initiating purchase orders
• Arranges building maintenance and cleaning including liaising with janitorial/maintenance staff
• Assists with security functions for site, checks that doors are locked and alarms activated
• Assists in the orientation of new staff to the worksite
• Assists in implementing and ensuring compliance with organizational and departmental standards for records management
• Performs payroll functions such as maintaining the security of timesheets and payroll records
• Performs a variety of clerical functions such as arranging for couriers, calling taxis, filing, photocopying and faxing
• Liaises with IMITS and Facility management on related issues
• Performs other related duties as assigned

Job Accuracy Posting Flag

The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. Testing may be required. A criminal record check may be required.