Youth Forensic Administrative Assistant

This position includes a comprehensive 100% employer-paid benefit package, enrolment in our defined benefit pension plan (Municipal Pension Plan), and three weeks of paid vacation.

Applicants must be authorized to work in Canada and at our organization on an ongoing basis.

The John Howard Society of North Island is an employment equity employer.

This position is open to applicants of all genders.

This position requires union membership and the completion of two criminal record checks.
- Job Title: _Youth Forensic Administration Assistant
- Work site: _Campbell River, Courtenay
- Program:_**Youth Forensic Psychiatric Services
- Benchmark:_**Administrative Assistant
- Grid Level: _Grid**10, JJEP
- Reports To:_**Program Manager

**Summary**:
The Youth Forensic Administration Assistant provides specialized administrative assistance to Forensic Therapists working with Youth Forensic Psychiatric Services Upper Island Clinic. Supports an inter-disciplinary treatment team in a clinical setting.

**Key Duties and Responsibilities**:
To perform the job successfully, the Youth Forensic Administration Assistant must be able to consistently perform each essential duty satisfactorily. Other related duties may be assigned.
- In collaboration with the Program Co-ordinator, provides administrative assistance to a team of therapists and counsellors in a forensic clinic within a community setting.
- Receives telephone calls and takes messages for therapists and counsellors in the Forensic Program.
- Provides word processing, data entry, and Dictaphone support in the form of correspondence, memorandums, statistics, and reports, as well as designing and producing forms.
- Operates office equipment such as telephones, computers, printers, copier, facsimile, and Dictaphone.
- Assists with the creation and maintenance of appointment schedules for various therapists and counsellors that will include testing times, assessments, therapeutic sessions, case conferences, and meetings.
- Receives, logs, and distributes referrals from the Court for psychiatric and psychological assessments and social histories for the purpose of assisting the Court in pre and post dispositions.
- Creates and maintains client files and records. Manages records, including requesting outstanding documentation from various sources, logging receipt of records, processing records, and forwarding to Forensic Services.
- Works independently as well as within a team ensuring various deadlines are met through flexibility in co-ordination and prioritizing workload. Identifies and advises Program Co-ordinator when workload or deadlines require adjustment.
- Takes minutes at bi-weekly team meetings, and other clinical and committee meetings.
- Produces and distributes reports and correspondence from Dictaphone, electronic media, or hand-written notes. Reports and correspondence contain confidential, sensitive, and graphic material. Medical, psychological, and legal terminology is used.
- Opens, closes, maintains, and transfers clients’ files, and shares client data with various sources within the forensic guidelines for confidentiality.
- Compiles and maintains statistical information regarding program services and client numbers.

**Qualifications**:
The requirements listed below detail the knowledge, skill, and/or ability required to perform the essential duties of the job.
- One (1) year related certificate from college or technical school and a minimum of two (2) years related experience and/or training; or equivalent combination of education and experience which should include:

- Thorough knowledge of Windows based computer operations and of Microsoft Office 2013.
- Ability to learn to use specialized software developed for use by the Youth Forensics program.
- Working knowledge of psychiatric/medical terminology and inter-disciplinary clinical systems.
- Working knowledge of criminal justice terminology and the criminal court system.
- Ability to manage client records from a variety of sources within John Howard, Youth Forensics Clinics, Ministry of Children and Family Development, and the Court system.
- Ability to produce time sensitive, properly formatted reports for the Judiciary that are prepared by an inter-disciplinary team. Material may be hand-written, typed or dictated and must be produced at an accurate typing speed of not less than 60 wpm.
- Ability to edit for clarity, and proof read for accuracy and completeness.
- Ability to compile statistical information on client numbers and services.
- Ability to schedule appointments for various therapists and counsellors by phone or correspondence and provide reminders to ensure attendance.
- Ability to deal with and process graphic, sensitive material on a regular basis, recognizing the fact that as a result of this activity there may be a need for debriefing and accessing support.
- Ability to prioritize work along with co-ordinating pieces of work provided by the interdisciplinary team in order to me