Receptionist Scheduler, Level 2 – Ref #2024-049

7 days ago

Sioux Lookout, Canada Sioux Lookout First Nations Health Authority Full time
JOB SUMMARY:

Nodin Mental Health Services is a resource available to First Nations children, youth, adults, and families from 33 remote northern communities served by SLFNHA. Nodin MHS has several services: intake, counsellors travelling to communities, a crisis response program, community-based children's mental health and addiction workers, on-call, traditional healing, youth school counsellors, an outpatient mental health service based in Sioux Lookout. Nodin MHS also has counsellors who are part of a mobile outreach team with several other partners to help the most vulnerable population in Sioux Lookout.

The Receptionist/Scheduler, Level 2 acts as the main switchboard operator for Nodin Mental Health Services providing telephone answering services, determining purpose of calls and inquiries, and connecting phone calls to appropriate persons. The Receptionist/Scheduler is the first point of contact for all employees and customer inquiries while also providing a broad range of administrative support. They organize, maintain, and communicate Nodin Mental Health Services staff schedule.

The Receptionist/Scheduler, Level 2 reports to the Clinical Manager.

QUALIFICATIONS:


• Persons of First Nations ancestry will be given preference (OHRC, Part II, Special Employment)

• Minimum requirement is a high school diploma or equivalent

• One to two years of experience as a receptionist or clerk in a mental health or medical environment

• Diploma, certificate or degree program in office administration is an asset

• Having mental health related courses considered an asset

• Self-starter, comfortable in a multi-tasking environment, calm under pressure, diplomatic

• Problem solving capability and ability to work under minimal supervision

• Can function effectively in a fast-paced and ever-changing mental health environment

• Must have excellent time management skills to effectively maintain a busy schedule

• Must possess a friendly, sensitive and engaging approach toward mental health clients

• Excellent customer service and interpersonal skills

• Can maintain a calm, courteous and customer oriented demeanor during crisis situations

• Positive attitude with a team-player approach to ensuring clients receive quality care

• Professional integrity and the ability to maintain confidentiality is essential

• Must have a consistent and professional telephone persona and the same when greeting clients

• Can successfully handle a high volume of in-bound calls and making outbound calls

• Must be organized and diligent to maintain an office schedule

• Accuracy and strong attention to detail is a must

• Excellent written and verbal communication skills

• Ability to read, understand and follow written and oral instruction

• Proficient in typing and filing

• Competent in the use of computers

• Must have working knowledge of common software products to manage schedules and paperwork

• Must be able to operate multi-line telephone, fax, copy machine, computer and calculator

• Ability to communicate in one or more of the First Nations dialects of the Sioux Lookout region will be an asset

• Knowledge of the people, culture and mental health priorities of First Nations communities in the Sioux Lookout region

• The ability to perform the requirements of the position on a regular basis.

ROLES AND RESPONSIBILITIES:

1. Perform front desk receptionist duties, such as greeting, check-in and checking-out clients, verifying information, scheduling follow-up appointments, organizing transportation etc.

2. Answering the phone, taking messages and directing to appropriate team members, other internal services and external services

3. Keep the internal phone list up to date and distribute as changes occur

4. Attend to client needs first while still adhering to other responsibilities

5. Communicate with members of the public when an inquiry is made

6. Perform clerical duties, such as typing, filing, photocopying, faxing, printing, scanning, emailing,

proofreading, scheduling, ordering, organizing, etc.

7. Collect, sort and distribute mail.

8. Produce and maintain employee weekly schedule and communication book

9. Organize and assist team members with scheduling meetings, tele/video conferences

10. Optimizing scheduling efficiency. Daily checks on the signing in of staff on the Communications Book and make the

necessary changes

11. Ensures the appropriate number of staff are on shift and communicates to Manager

any changes required

12. Utilizes data base for staff schedule to prepare, change, and update as needed

13. Communicate weekly schedule to the team including revisions as necessary

14. Facilitate client flow (i.e. notifying provider of delays / clients' arrival, arranging transportation)

15. Maintain the Outpatient Service appointment calendar

16. Schedule individual client appointments and client group activities

17. Coordinate and communicate with clients and staff to ensure availability and feasibility of appointment times and services to be rendered

18. Complete and send notices of appointments to Nursing Stations, NIHB and referral sources

19. Prepare and distribute accommodation and discharge slips

20. Keep the reception area clean and always organized

21. Data collection and assistance with special projects as requested

22. Complete various reports, tables, and lists as required

23. Participate in meetings and help at department functions as requested

24. Provide coverage for OMHS Receptionist/Scheduler

25. Other duties as deemed necessary

SLFNHA currently "Strongly Recommends" COVID-19 immunizations and requests your immunization status to be sent to our staff health department if successful in the recruitment process.

Closing Date: Open until filled


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