Team Assistant, Temporary Full Time, Central Ottawa

2 months ago

Ottawa, Canada Ontario Health atHome Full time

**Job Description**:
**CARE AND BE CARED FOR - THIS IS YOUR HOME**:
Are you highly organized, detail-oriented and able to work accurately in a busy environment with frequent interruptions? Are you seeking a rewarding career that cares for others, in an organization that cares for you? You’re looking in the right place.

As a **Team Assistant**, you will provide support for the assigned team in their daily activities to ensure that patients receive prompt, effective customer service.

As a valued team member, your mission will be to help our patients be healthier at home, while you benefit from our supports for professional growth, personal wellness and work-life balance.

**Team/Department**:Central Ottawa Civic

**Hours of work**:Monday to Friday, 8:30am to 4:30pm

**Length of Temporary Position**: Until September 12, 2025

**FTE**: 1.0

**Starting Salary**: $26.253

**Reports To**: Manager, Patient Services

**Affiliation**:CUPE

**Office Location**:Labelle or Bells Corners

**What will you do?**

Reporting to the Manager, Patient Services, 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 Ontario Health atHome 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.

**What must you have?**
- 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.

**What would give you the edge?**
- Demonstrated knowledge of office procedures including filing and record maintenance and operation of telephone systems and office equipment
- 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

**Hours of Work**

Monday to Fri

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