Ward Clerk Ii

**Position Information**

**Posting Number**:

- ROM24-369E**Title**:

- Ward Clerk II (RFT 0.8 FTE)**Position Status**:

- Regular Full-time**FTE**:

- 0.8**Job Schedule**:

- Days**Unit**:

- Concurrent Disorders Unit**Department**:

- Substance Use and Concurrent Disorders**Union**:

- CUPE Local 942**Site**:

- Royal Ottawa Mental Health Centre**About The Royal**
- As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education._

**Summary**:
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The Ward Clerk position reports to the Manager of Patient Care Services, and provides comprehensive clerical support to the in-patient unit in the Clinical Program.

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**Duties**:

- Greets visitors, provides information and direction, and answers phone.
- Communicates all discharges, transfers, bed changes and ALC to the designated person.
- Locates, and retrieves electronic and hardcopy clinical records as needed, ensuring that clinical record is available to the Nursing Units prior to an admission.
- Assembles charts in preparation for admission using current and future accessible pathways to care and methods of communication.
- Photocopies and files all legal orders and Mental Health Act forms.
- Disassembles and collates charts on discharge and sends current and previous to clinical records.
- Prepares requisitions for diagnostic tests, consultations and lab work; tracks and maintains accurate records of all requests/consults.
- Schedules all internal/external diagnostic tests and consultations & communicates to staff that results have been received.
- Responsible to maintain test results in computerized data base.
- Processes Mental Health Act forms completed by the physician as directed.
- Delivers physicians orders to Pharmacy and picks up medications as needed.
- Delivers lab specimens to the Venipuncture Lab.
- Maintain Patient Census information using designated protocols and software.
- Provides clerical support to the Manager and the Inpatients unit i.e., making phone calls, drafting/typing letters, assisting staff with the creation of educational material for patients/staff, receiving &sending mail, creating forms.
- Provides clerical support to the Program by taking/transcribing/typing and circulating minutes of Program related meetings.
- Orders/maintains adequate inventory of supplies; maintains inventory of taxi chits/bus tickets for the Inpatient Units.
- Arranges office moves within the Program if requested.
- Orders and maintains adequate inventory of supplies.
- Keeps up to date all manuals, telephone lists, fan-outs, etc.
- Books rooms for meetings as requested.
- Ensures that all confidential material is shredded.
- Inputs data into the Catalyst Program as required by our programs funding requirements
- Coordinates the deliveries and faxes information to the external community Pharmacies.
- Work in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of The Royal.
- Ensure a work environment that is conducive to The Royal’s Anti-Racism, Harassment, & Discrimination Free Workplace Policy.
- Other duties as assigned.

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**Qualifications**:

- Minimum of OSSD with training in business, office procedures or related experience.
- Minimum typing speed of 35 words per minute.
- Demonstrates initiative and organizational skills.
- Demonstrates strong communication and interpersonal skill.
- Demonstrated ability to interact with the interdisciplinary team in a collaborative manner.
- Demonstrated ability to interact in a professional and caring manner with diverse client population.
- Demonstrated ability to operate photocopiers, fax machines, and Nortel Phone System.
- Knowledge of hospital policy and procedures required.
- Demonstrated ability to prioritize and meet changing deadlines required.
- Attend annual WHMIS and Fire Safety demo.
- English level A- is mandatory in oral expression/comprehension, reading comprehension and written expression. Bilingual (French/English) is considered an asset.

**Salary Range**:

- 27.80 to 30.45 per hour**Additional Information**
- All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
- The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
- All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
- The Royal is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the recrui