Admin Support/reception Clinical

4 months ago

Brampton, Canada Regional Municipality of Peel Full time

**Job Description**:
**Administrative Support/Reception Clinical**

**Health Services - Senior Services Development**

**1 Regular Full Time Position**

**Compensation**: $24.83 - $31.03

**Work Mode: On-site at **Seniors Health & Wellness Village at **Peel Manor - **525 Main St N, Brampton

**Who we are**:
The Seniors Services Development (SSD) Division and LTC oversees and manages the coordination of supports for seniors living in Peel. This includes operating five adult day programs and managing the service hub at the Seniors Health and Wellness Village (SHWV) at Peel Manor which will include an Integrated Care Centre (ICC), expanded Adult Day Services (ADS) and 8 respite beds.

**What you will do in this Role**:
- Performs all duties under the supervision of the Integrated Care Manager in accordance with the Code of Conduct, Regional Values and PHIPA.
- Responsible for contact in person or on the telephone with clients, family members, volunteers, stakeholders, staff and vendors of the ICC, ADS and Respite Centre. Responds to inquiries about the Centre and redirects to the appropriate personnel when necessary.
- Operates a multi-line telephone system and public address (PA) system in a welcoming and professional manner.
- Updates internal telephone contact lists ensuring its accuracy and distribution.
- Monitors the lobby to ensure client safety and responds to emergency situations in accordance with the established policies and procedures for the ICC.
- Provides clerical assistance which includes, but is not limited to, filing, faxing, photocopying, and typing to the ICC Manager, ICC Coordinator, Physician(s), ADS Supervisors and allied clinical staff (i.e., Social Worker, Neurobehavioral Nurse Practitioner, etc.).
- Create and update clients’ Electronic Health Record (EHR) in AlayaCare and/or Telus CHR and making updates in MenuStream.
- Responsible for booking client and specialist appointments as required.
- Receive, process, and distribute all referrals from internal and external sources as directed.
- Assists the ICC Manager, or delegate, with the reconciliation of petty cash and cash payments for ADS, ICC and respite services and ensure they are accounted for in the appropriate systems.
- Under the supervision of the ICC Manager, is responsible for ordering, distributing, and controlling office supplies for all departments (ADS, ICC, Respite), and for ensuring that there are always enough on hand. For supplies outside of the daily operational needs, responsible for the allocation to specific cost centres as required, under the supervision of the ICC Manager.
- Assists with the maintenance of all equipment in the ADS, ICC, and Respite Centre and for ensuring that required supplies for same are available on hand.
- Handles internal and external meeting logistics, including booking rooms and equipment, preparing agendas, and recording minutes.
- Responsible for distributing and tracking incoming mail/packages for ADS, the ICC, and the Respite Centre and ensuring it is distributed in a timely manner to the appropriate person/area. Also responsible for organizing outgoing mail/courier.
- Maintains good relationships and effective communication with the Residents, clients, caregivers, staff, volunteers, and visitors.
- Attends in-service education sessions, staff meetings, workshops, etc. as directed by the ICC Manager.
- Assists in the orientation of new ICC staff as directed.
- Participates in relevant aspects of the Continuous Quality Improvement (CQI) program to evaluate and improve client services.
- Participates in committees as required.
- Reports health and safety hazards/concerns, actively participates in eliminating causes of accidents, and performs emergency and occupational health and safety measures as required (e.g., WHMIS, Infection Control, Fire).
- Follows the policies and procedures as outlined for the Centre.
- Performs other delegated duties as assigned

**What the Role Requires**:
- Post-secondary diploma in office administration or related field; experience in a healthcare clinic environment considered an asset.
- Strong customer service skills are required. A minimum of three (3) years working within a health care related customer service field is preferred.
- Must have effective oral and written communication skills in English.
- Must be able to communicate appropriately with clients, staff, volunteers, and visitors.
- Must be able to deal effectively, tactfully, and compassionately with clients and family members, which may include diffusing difficult and/or sensitive situations. Also requires the ability to communicate with others at all levels.

**Skills/Abilities**:

- Effective oral and written communication skills
- Exceptional customer service skills with the ability to act appropriately in situations requiring compassion, tact, diplomacy, and confidentiality
- Excellent organizational skills
- Ability to work with mínimal direction and as part of a team
- Previous ca

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