Administrative Assistant

Qualifications

• Grade 12 education (MB Standards)
• Graduate and or certification from a recognized Business Administration Program or equivalent
• Three (3) years experience in an administrative, financial or relevant health related discipline
• Other combinations of suitable education and experience may be considered
• Proficiency with Microsoft programs (Outlook, Word, Excel, Access and PowerPoint), as well as Internet applications and other Information Technology
• Province of Manitoba Class 5 Drivers License and access to a personal vehicle to provide service within Prairie Mountain Health.
• Knowledge of medical and or psychiatric terminology.
• Knowledge of legislation pertinent to mental health.
• Experience with the interpretation and application of legislation and requirements.
• Experience with electronic health records.
• Experience with QHR electronic scheduling system.
• Demonstrated experience using transcription and or dictation systems.
• Demonstrated leadership and supervisory ability
• Demonstrated organizational skills, and the ability to work independently
• Demonstrated problem solving and decision making skills
• Demonstrated flexibility to facilitate changes in techniques and procedures in a changing environment
• Demonstrated knowledge and competence of skills and concepts related to the position
• Demonstrated communication skills
• Ability to respect and promote confidentiality
• Ability to perform the duties of the position on a regular basis
• Ability to respect and promote a culturally diverse population
• Ability to work effectively and maintain positive working relationships with co-workers, clients and within interdisciplinary team

Position Summary
Under the general supervision of and responsible to the applicable Director/Regional Manager/Manager(s); the Administrative Assistant is committed to the vision, mission, values and strategic priorities of Prairie Mountain Health functioning within the facility/program of their position. The Administrative Assistant participates with an interdisciplinary team within the program(s) portfolio and regional team structure. The Administrative Assistant monitors and participates in the financial, human resources and environmental areas of the designated program(s). The Administrative Assistant collects monitoring data, analyzes and reports trends from data collected (such as indicators, incidents, concerns and complaints) and participates in the Accreditation and Standards Processes, if applicable. The Administrative Assistant functions in a confidential capacity in matters relating to labour relations.

The Administrative Assistant works in close association with the Health Records Department and the Medical Director of Psychiatric Facilities to ensure compliance with existing legal and clinical requirements of the Mental Health Act. Release of health record information requires and is restricted to the approval of the Medical Director/designate and may only be prepared under their direction. This Administrative Assistant has delegated authority and responsibility under the Mental Health Act within Prairie Mountain Health.

Overview
RESPONSIBILITIES:
Mental Health Act Administration

Provides support to the Medical Director, Psychiatric Facilities/Chief of Psychiatry.

• Act as a resource and consultant to internal and external agencies for issue related to the Mental Health Act and Mental Health Review Board.
• Act as a resource and contact to all patients and staff re: the MB Mental Health Act and Mental Health Review Board.
• Oversee the process and management of required Mental Health Act forms and related correspondence.
• Respond to medico-legal issues related to patient information. i.e. court orders
• Prepare charts and appears in court on behalf of the Medical Director.
• Assist with the development and delivery of education related to the Mental Health Act and the confidentiality of patient information.
• Responds to requests to access, correction and disclosure of patient information.
• On behalf of the Medical Director, ensure and maintain a secure health record system for Psychiatric Facilities.
• Answer inquiries concerning file location etc.
• Maintain a data collection system and compiles statistical reports.
• Attend Psychiatric Facility meetings, prepares and distributes agenda and minutes.

The Administrative Assistant prioritizes the workload to ensure performance of the following functions at The Centre for Adult Psychiatry:

• Processes a variety of complex material of a clinical or administrative nature for the Centre.
• Compiles and maintains program-specific data and prepares and distributes reports.
• Drafts and revises new forms for program staff, both of a clinical and administrative nature.
• Enters data in the QHR system for program staff, ensuring accuracy and timeliness.
• Participates in the development/revision and circulation of policies and procedures.
• Maintains an inventory of CAP's computer equipment.
• Schedules meetings, prepares and distributes notices and agendas, types and distributes minutes.
• Participates as a member of the Centre's interdisciplinary team(CAP Program Team).
• Participates in continuous quality improvement activities.
• Prepares correspondence, reports, letters, memos and other program material.
• Composes correspondence in response to routine inquiries.
• Answers the telephone, taking messages, redirecting calls or responding to inquiriesof a general nature regarding the program and on behalf of the Centre's administration and the Office of the Medical Director, Psychiatric Facilities.
• Greets and directs patients and visitors as appropriate, responding tactfully, screening and referring appropriately.
• Assists with annual Capital Equipment and Budget Process.
• Approves departmental expenditures, within limits of delegated authority.
• Routine Human Resources activities, i.e. letters of offer, vacation planning scheduling.
• Maintains an up to date callback list for staff.
• Maintains filing systems for minutes of committee meetings, correspondence and other relevant documentation.
• Photocopies, faxes, shreds as required.
• Acts on behalf of the Program Secretary as required.
• Assists with the development of policies and procedures.
• Carries out activities in a self-directed, responsible manner, which reflects legal, ethical and practice standards.
• Ensures monthly statistical and management reports are completed and distributed as appropriate.
• Contributes to change processes through effective role modeling, support and delegation.
• Assists with ensuring compliance with the Prairie Mountain Health polocies, professional standards, ethical practice and other regulations or standards, as appropriate.
• Facilitates a positive work environment through supporting an empowered model of decision-making.
• Represents the program by participating on team, project and special assignments.
• Develops, amends, compiles and inputs into databases, shared files, SharePoint etc., as required.
• Other duties as assigned.