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Team Assistant, Bilingual, Regular Full Time

4 weeks ago

Ottawa, Canada Home and Community Care Support Services Champlain Full time

**Home and Community Care Support Services Champlain** is one of 14 Home and Community Care Support Services organizations in Ontario. We are dedicated to ensuring our more than 64,000 patients annually receive the highest-quality health care and services at home. Our patient-care coordination teams help develop care plans for people of most ages, focused on maintaining each patient's independence and dignity. We also provide long-term care home placement services, and facilitate our patients’ access to the community-based services they need.

**Position Summary**:
Reporting to the Manager, Home and Community Care, the Team Assistant assists Care Coordination staff with operational functions providing administrative and clerical support within an assigned team.

**Primary Responsibilities**:
The Team Assistant provides information and referral and demonstrates a high level of client service to the Home and Community Care Support Services Champlain staff, families, service providers and the general public ensuring that they feel heard, understood and confident of follow-up.
- Receives and initiates incoming and outgoing telephone calls
- Communicates with members of the team to ensure information is distributed and obtained appropriately, including collecting, sorting and distributing mail, courier packages, forms lists and documents, to and from staff and agencies and photocopying and faxing/scanning documents and forms as required.
- Maintains an efficient, current and secure CHRIS client record, in accordance with established guidelines including:

- completing entry of all required information (ie scanning and data entry)
- documenting all actions taken in the client file
- ensuring file availability when required by Care Coordinators
- assigning new and transferred client files to the appropriate Care Coordinator
- uploading documents to CHRIS library
- accessing the client information system for information as required
- processing files for all discharges
- Listens to and documents in client file, Care Coordinators’ voice mail and, in accordance with established guidelines, takes and relays messages, refers calls, and arranges for decreases in services and collection of equipment.
- Processes requisitions, prepares related documents and form letters, monitors inventory of and orders supplies, in accordance with established guidelines.
- Updates client files by entering information which corresponds to standardized pathways or as per Care Coordinator direction
- Liaises with staff, care providers, clients and pharmacies regarding confirmation of dates, deliveries, discrepancies and delays of supplies, increases, decreases and discharges in service and takes appropriate clerical action, in accordance with established guidelines.
- Books routine client home visit appointments and client/family conferences, prepares agenda, and reserves meeting rooms, as directed by Care Coordinators
- Arranges client transportation by taxi or ambulance, in accordance with established guidelines and as authorized by Care Coordinators
- Maintains team in/out schedule
- Assists with projects or initiatives related to job responsibilities, participates in orientation and committees, and performs other related duties, as requested by their Manager.

**Education and Experience**:

- High school graduation diploma plus,
- Successful completion 1 year Community College diploma in either Office Administration, Business, Health Administration or equivalent program
- Minimum 18 months previous experience in similar customer service or related position in the health, social or business administration fields.

**Knowledge**:

- Demonstrated knowledge of office procedures including filing and record maintenance and operation of telephone systems and office equipment

**Skills and Abilities**:

- Demonstrated ability to work with a number of stakeholders including staff, service providers, clients and caregivers
- Strong oral and written communication skills
- Demonstrated high level of initiative, discretion and sound judgment
- Flexible and adaptable with effective problem solving skills
- Strong multi-tasking and prioritization skills with a demonstrated ability to perform efficiently in a fast paced environment with attention to detail
- Self-directed with the ability to work effectively both independently and as part of a team
- Effective interpersonal skills demonstrating tact and diplomacy
- Effective client service skills in establishing and maintaining effective working relationships with others
- Fluency in English and French is required.

Affiliation: CUPE - Wages are in accordance with the collective agreement between Home and Community Care Support Services Champlain and CUPE and start at $24.268/hr.

Shift: Monday to Friday, 8:30am to 4:30pm

Location: 4200 Labelle St, Ottawa ON

Home and Community Care Support Services Champlain offers flexible work options, this position will have a hybrid model of work with a combi