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Administrative Support Specialist

2 months ago

Fredericton, New Brunswick, Canada New Brunswick Extra-Mural (EMP)-Programme extra-mural (PEM) du Nouveau-Brunswick Full time
Job Summary

The Extra-Mural Administrative Support will provide administrative support services to the EMP Unit.

Key Responsibilities
  • Registration/Admission Duties
    • Perform receptionist duties such as answering telephone, greeting visitors, taking and relaying messages; screens callers, identifies problem and forwards to appropriate staff; provides information as required.
    • Processes referral requests; enters physicians' orders.
    • Admits, transfers, registers, and discharges patients.
    • Assembles, disassembles and maintains charts; files reports.
  • Fleet Maintenance Duties
    • Coordinates vehicle fleet maintenance such as repairs, cleaning, and annual inspection.
    • Ensures vehicles are assigned to employees; maintains all related vehicle documentation.
  • Administrative Support Duties
    • Creates and types documents such as reports, letters, forms, tables.
    • Performs general office duties such as photocopying, faxing, filing, processing mail.
    • Maintains the inventory of office, equipment and medical supplies.
    • Compiles statistics and produces reports such as admissions, daily visits, discharges, travel, and education.
    • Enters payroll information, maintains employee timesheets and arranges for the replacement of short notice absences such as vacation, sick, holidays.
    • Verifies codes and submits invoices for payment.
    • Maintains petty cash account.
    • Schedules meetings; records, types and distributes minutes.
    • Arranges travel and submits expense forms.
    • Updates policy and procedure manuals.
    • Ensures sharp containers are properly secured and forwards to appropriate location.
    • Maintains inventory of medical equipment, labels new equipment, and ensures equipment is cleaned and maintained; performs follow-up with suppliers such as Red Cross.
    Requirements
    • High school graduation plus an administrative support program of over one year and up to two years, which includes medical terminology/transcription courses;
    • One year of previous work experience is required;
    • Demonstrated proficiency, verified by testing, all of the following areas: Microsoft Applications (Beginner Level)- Word, Excel, Outlook, PowerPoint, Typing, Medical Terminology, Data Entry
    • Submit a valid and clean criminal record check;
    • Must demonstrate the ability to work efficiently as a member of the team and possess strong interpersonal skills, good judgment and decision making skills;
    • Must be able to work all shifts as assigned, maintaining a good attendance record;
    • Must have a high regard for confidentiality;
    • Must have excellent work habits and have a professional appearance.