Clerk 2, Central Services/parking

2 weeks ago

Whitby, Canada Ontario Shores Centre for Mental Health Services Full time

**PARKING**:

- Provide receptionist services for the Parking Office; answer phone calls and assist staff and visitors; provide routine parking information and suggest the best options to staff, visitors, volunteers, relatives and others. Using superior customer service skills to answer all inquiries and liaison daily with our current parking provider. Attend regularly scheduled meetings with manager and parking provider.
- Manage all aspects of parking including issuing of tags to staff, volunteers & contractors; provide weekly reports to Payroll and Finance, provide/track pin numbers for clients on CPP and ODSP, record and follow-up of infractions, and prepare monthly discrepancy list for Payroll and Human Resources etc.
- Complete regular checks of the entire parking lot and all 14 pay & display machines to ensure they are fully functional; report all issues to parking provider via a web-based system.
- Preparing lists, labels, forms, standard letters and memos.
- Use Meditech to obtain tasks from Human Resources and revise parking records accordingly; Use Meditech to complete Plant Services Requisitions, IT Requisitions and Purchase Requisitions as required.
- Daily use and maintenance of various databases (Excel), (Web-based), (Access).
- File Maintenance, both electronically and hard copies.

**SWITCHBOARD**:

- Screen and direct multi line switchboard calls to the facility, transferring calls to correct extensions, take messages verbally and/or electronically, page staff in emergency situations or as instructed, place long distance calls, keep accurate logs/records.
- Respond to Emergency alarms and alert appropriate emergency response team.i.e. FIRE, POLICE, AMBULANCE.
- Perform and record facility wide Key and radio control.
- Receive visitors to the facility, e.g., tradespeople, the public and clients. Verify identification and direct to the appropriate staff member or area.
- Perform miscellaneous call-in duties such as initiating fan-out list, calling in grounds keeping staff and contractors as instructed, and maintaining call-in log.
- Ability to announce emergency codes appropriately and accurately over the hospital PA system
- Ability to work under stress, take direction and work under mínimal supervision
- Qualifications Required and Preferred- Completion of Grade 12 or recognized equivalent required
- Office Administration diploma or equivalent preferred
- Demonstrated knowledge of MS Office (Outlook, Word, Excel) required
- Working knowledge of Meditech
- Demonstrated office skills such as keyboarding and filing
- Ability to use a networked computer system and software
- Ability to work with mínimal supervision and independently
- Demonstrated abilities to clearly communicate with staff, patients and visitors
- Demonstrated ability to take initiative
- Excellent keyboarding skills to support the day to day functions of the position e.g., preparing lists, labels, forms, standard letters and memos.
- Excellent interpersonal and Customer Service
- Superior time management and organizational skills
- Ability to use judgment in dealing with requests for information and the release of confidential information
- Ability to perform the physical demands of the position; ability to lift 50 pounds
- Ability to maintain good attendance.
- Able to help coordinate projects and initiatives within the scope of the role
- Experience working in a healthcare environment preferred
- Knowledge of the operation of an electric lift truck an asset

**KNOWLEDGE**
- Knowledge of relevant legislation, aspects of hospital policies, procedures and record-keeping practices to provide routine information to patients, callers and visitors,
- Knowledge of multi-line switchboard and receptionist procedures to provide reception services to the facility by stacking, forwarding and transferring calls to staff
- Ability to show courtesy and empathy when assisting callers
- Strong Knowledge of Outlook, Word, Excel. Access would be an asset.
- MediTech knowledge required.
- Experience in Materials Management & Distribution, Mailroom, Switchboard would be an asset.
- Closing Date- 3/23/2023- Ontario Shores is committed to ensuring the health and safety of all of our patients, staff, and community, and as a result, has implemented a mandatory COVID-19 Vaccination Policy in accordance to the Government of Ontario’s directive around mandatory vaccination policies. All new hires must be fully vaccinated (two weeks post second dose) prior to starting employment with Ontario Shores (note: those seeking a medical exemption or an exemption related to a Human Rights Code Ground must provide documentation for approval).- We are dedicated to promoting the safety and well-being of patients, employees, and visitors by raising awareness of the harmful impact of tobacco use and eliminating second-hand smoke exposure and triggers. Tobacco, cannabis, and the use of electronic cigarettes (vaping) are not to be used or visible on Ontario Shores

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