Administrative Support 09

6 months ago

Burlington, Canada St. Joseph's Healthcare Hamilton Full time

**Position Details**:
**Department**: Hamilton/Brant Geriatric Outreach
**Employee Type**: Casual, Part Time
**If Temporary, Number of Weeks**:
**Union**: CUPE
**Openings Remaining**: 1

**Schedule**:
**Work Days**: Monday to Friday
**Time of Day**: Days
**Shift**: Various Rotating
**This position may be scheduled at any of the following sites**: West 5th Campus (Hamilton Mountain), Halton Seniors Mental Health Outreach (Burlington), Niagara Seniors Mental Health Outreach (St. Catharines)

**Application Dates**:
**Opening Date**: 01/08/23
**Closing Date**: 08/08/23 Applications must be received online by 12:00 midnight on the Closing Date

**Position Description**:
**POSTION SUMMARY**
The position provides the administrative assistance to the day-to-day clerical operations of the Hamilton (onsite) - Brant (offsite) senior’s mental health outpatient and outreach services. The position works collaboratively with all members of the care team to support the effective registration; patient appointment scheduling and dealing with cancellations; the group wait list, communication letters and set up for group patients; clinic and phone reception responsibilities; payroll; surveys; health record development and filing functions within the outpatient and outreach service. The position is the first impression of our program and needs to maintain a positive and compassionate image.

**QUALIFICATIONS**
- Completion of Grade 12 diploma and a completed 1-2 year post-secondary program in medical office administration
- Successful completion of Medical Terminology Certificate required
- 2-3 related experience working within a busy mental health and addiction program required with demonstrated experience supporting patients and families in the relevant clerical/ administrative roles e.g., reception, scheduling, phone calls, sharing basic program information, connecting with family doctor offices.
- Previous experience working with seniors an asset
- Excellent attendance, workplace performance and customer service orientation required.
- Basic skill level in spelling and medical spelling.
- Clerical testing may be required as part of the selection process.
- Able to communicate effectively and with sensitivity both in person and via telephone to patients, families and other partners in care
- Intermediate typing speed and speed of 45 WPM
- Maintains excellent interpersonal relationships demonstrated within a team environment and beyond
- Excellent ability to handle multiple tasks, conflicting priorities, time pressures and frequent interruptions in the context of a clinical outpatient setting.
- Demonstrated ability to work independently, demonstrate good organization, initiative, resilience and priority setting skills.

**RESPONSIBILITIES**
- Responds to telephone phone calls and unscheduled visits ensuring appropriate action according to the nature of the situation, and relaying messages as required. Applies customer service orientation.
- Deals with patient scheduling and cancellations to ensure clinic slots are appropriately filled e.g., phoning patients and responding to their requests re: appointment times, need for changed date/time, providing calls to them to change appts at doctor’s request and reschedule.

Works proactively and collaboratively with care team to maintain, distribute and update accurate active patient caseload- Accurately enters, retrieves, updates and validates data (e.g., demographics, OHIP, date/times, code etc.) in Dovetale.
- Provides administrative support by typing routine correspondence, requested notes/letters, faxing, photocopying, and readying materials for client groups or copying/readying satisfaction surveys.
- Provides administrative support to pick up mail and faxes, stamp, distribute and notify clinic staff, as needed.
- Processes in an efficient and safe manner, client referral registration, and supports Dovetale and health record maintenance from referral, admission and through to discharge processes.
- Maintains effective/responsive filing systems in the patient health record and scans, assembles/dismantles charts, as required.
- Completes weekly payroll and forwards any travel expenses to manager for review/signing.
- Ensures all needed office supplies are ordered in a timely manner and stored appropriately and as directed, completes any needed RFS for maintenance, IT service etc.
- Assists with special projects and performs other duties as assigned by the Manager.
- Remains alert regarding on-site client, patient, family needs/activity and works together to ensure the work area is maintained in a safe, organized and presentable way at all times.

**HOURS OF WORK**
Monday to Friday, days

**WAGE**:
Hourly: $27.21... $28.41... $29.57 (plus 14% in lieu of benefits)
- St. Joseph’s Healthcare Hamilton (SJHH) is an equal opportunity employer and strives for equity, inclusiveness, and diversity in all our programs, practices, facilities, and people. We foster a culture of patient

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