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Receptionist/office Clerk, Substance Use Services
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Detailed Overview: As the first point of contact with clients, substance affected and health care professionals, provides a key role in ensuring a welcoming, safe and positive experience through client engagement and a client-focussed approach. Supports the Substance Use Services Access Team by performing duties such as reception, interacting with individuals who have highly complex medical and social needs, responding to telephone calls from the public, physicians, clients, staff and other referral sources, providing accurate information, referring calls to appropriate team members and identifying available health service options in accordance with established criteria. Provides other administrative support functions such as assisting with the intake of clients and booking appointments and referrals, typing technical and non-technical material utilizing word processing software, setting-up and maintaining filing systems, processing incoming and outgoing mail, faxes, reports/records, and courier documents, maintaining levels of stationery and office supplies, arranging meetings/special functions and operating office equipment. As a member of an interdisciplinary team, ensures clients, substance affected and health care professionals are supported in navigating the health care system. Responsibilities:
- Provides reception services by operating a multi-line switchboard or phone, answering/directing incoming calls for the service, referring to appropriate Substance Use Services Access Team staff in accordance with established criteria, taking messages, answering routine inquiries and providing information of a general nature; receives visitors and refers to appropriate areas; assists with arranging and contacting other agencies to obtain client information, as required.
- Sets up and maintains a filing system for a variety of records such as client records, correspondence, reports, minutes, directories and personal information by creating and labelling files, developing forms, indexing materials and filing.
- Assists with client intake by scheduling and confirming client appointments, obtaining client information, completing required documentation, maintaining wait lists and sending information to relevant sources; inputs data and information into relevant computer system for the purpose of admitting and/or discharging clients; updates records on a regular basis, as required.
- Types correspondence, reports and documents from rough draft, general instruction and/or recording devices by utilizing various computer software; inputs client information, maintains registries, develops templates and types from handwritten draft or general instruction; prepares various informational/resource packages by designing, updating, photocopying and collating packages/brochures for distribution to clients/families and others.
- Arranges meetings/special functions by booking meeting rooms, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written drafts; records and distributes meeting minutes, as directed.
- Processes incoming and outgoing mail, faxes, reports/records, internal and courier documents by receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup; signs for receipt of packages and shipments.
- Assists others with the use of office equipment such as photocopiers, shredders, fax machines and other office software; carries out minor maintenance such as loading paper, removing paper jams, cleaning glass and changing toner cartridges; refers further maintenance required to Manager or designate for approval.
- Coordinates off-site storage of records and archives; maintains records of what is stored off-site; locates offsite file and processes documentation for retrieval; completes necessary paperwork and arranges for records to be shipped to off-site storage, as required.
- Monitors and maintains levels of stationery, office supplies, medical and pharmaceutical equipment and supplies according to pre-determined levels by completing requisitions for signature and forwarding approved requisition to appropriate personnel.
- Receives and checks orders, restocks shelves, distributes supplies to staff as required and matches invoices and packing slips to ensure that supplies received are accurate; communicates with Home Health staff, Public Health staff, Central Stores, local hospitals and pharmacies and other health departments regarding supplies and equipment.
- Performs other related duties as assigned.
Qualifications:
**Education and Experience**
Grade 12, completion of a Medical Office Assistant Certificate and one (1) year's recent, related experience or an equivalent combination of education, training and experience.
Valid BC Driver's licence and access to personal vehicle for business-related purposes.
**Skills and Abilities**
- Ability to type at 40 wpm.
- Knowledge of general office p
