Administrative Assistant, Fnha

3 weeks ago

Vancouver, Canada UBC Full time

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 2 (Gr3)
Job Title
Administrative Assistant, FNHA
Department
Pharmacists Clinic Support | Faculty of Pharmaceutical Sciences
Compensation Range
$4,208.00 - $4,316.00 CAD Monthly
Posting End Date
September 9, 2024
**Note**: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Mar 31, 2025
This is a 0.2 FTE (1 day/week) salaried position, with term ending on March 31, 2025.
This role is expected to start at Grade 6 Step 1. Salary will be pro-rated.
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
The Pharmacists Clinic (the Clinic) at the Faculty of Pharmaceutical Sciences, University of British Columbia is a pharmacist-led patient care clinic. The Clinic partners with the First Nations Health Authority (FNHA), FNHA programs, First Nations communities, community partners and First Nations clients to facilitate and implement their priorities for clinical pharmacist services to improve individual, family, and community health.
The Administrative Assistant role provides front-line service with a focus on First Nations clients and administrative support in the planning and delivery of clinical services (virtually and in-community) and health-related programs.
This is a 0.2FTE (1 day/week) part-time position. Work hours are 8:30am-4:30pm.
Organizational Status
This position reports to the Manager, Pharmacists Clinic.
Work Performed
Front-line Services
Front-line duties with a focus on First Nations clients, including: receiving clients and visitors, fielding inquiries, answering and directing telephone calls, receiving and sending client referrals, scheduling appointments including coordinating case conferences with other healthcare providers, contacting clients and Health Centre Medical Office Assistants for follow-up appointments, providing appointment reminders, preparing clients for on-site appointments, coordinating faxes and follow-up from client appointments
**Documentation duties including**: registering clients in the Oscar Electronic Medical Record (EMR), preparing charts in the Oscar EMR and Kroll Pharmacy System, sending Notice of Appointments to referring healthcare providers, drafting referral pathways, maintaining and updating referral documents
Working with health technologies including Veribook, SRFax and MediNet
Administering billing and claims submission to third party payers and PharmaCare (via PharmaNet), and maintaining records
Administrative Support for FNHA Projects
Assisting with setting up data collection tools including surveys, workshops and interviews for healthcare providers and clients as well as compiling results and summary reports.
Maintaining the accuracy, accessibility and confidentiality of project files and records.
Making arrangements for collaborator engagements and visits to participating communities (e.g., coordinating and booking logistics, setting travel schedules, obtaining cost estimates and managing reimbursements, preparing supplies for services and evaluation).
Coordinating events with participating communities (e.g. assistance with event planning, organization of workflow assignments, catering, venue booking, AV set-up, community meetings, take meeting minutes etc.).
Maintaining relevant files, records, mailing lists, schedules, and other related administrative organizing.
Entering and editing basic data and running routine data reports.
Drafting, editing and proofing written reports (e.g., community visit summary reports, interim reports), contracts, proposals and communication.
General
Following operational policies and procedures for the Clinic and FNHA
Attending FNHA/Clinic team meetings, taking meeting notes and liaising with external collaborators and Health Centers
Working collaboratively with other team members, other health care professionals, students and other members of the Faculty of Pharmaceutical Sciences.
Other duties as required
Consequence of Error/Judgement
The Administrative Assistant role requires planning and prioritization of duties. Inability to complete tasks would result in lack of preparedness for client appointments and communication about client care needs. Errors may have an impact on professional, regulatory, and economic aspects of the Pharmacists Clinic. This position works with the public, and poor communication may impact the department's credibility and reputation.
The Administrative Assistant is expected to exercise professional judgement and discretion when working with project files, records and partners involved in associated projects. Inability of the Administrative Assistant

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