Forensic Inpatient Administrative Support

POSITION SUMMARY: 
The Forensic Psychiatry Program is a Provincial Interest Program with a mandate to protect public safety and rehabilitate patients.  The Forensic Psychiatry Program serves individuals ordered by the Courts for assessment, treatment, and detention. Along with assessments for Criminal Responsibility and Fitness to Stand Trial, the program also provides presentence court ordered evaluations pursuant to Section 22 of the Mental Health Act of Ontario. Persons served by the Forensic Psychiatry Program are court-ordered to our facility with the level of detention determined by the Ontario Review Board (ORB). The Forensic Psychiatry Program is focused on risk identification and mitigation as well as rehabilitation.

This position provides administrative support within the Forensic Psychiatry Program supporting Managers and the clinical team.  This position provides administrative support services within the unit and interacts directly with patients and families.  Strong communication and organization skills are required.  The incumbent communicates within the unit and to other hospital departments. The incumbent ensures that all administrative functions at this intermediate level are handled with efficiency, accuracy, professionalism while maintaining confidentiality.   All related duties and responsibilities adhere to the policies and procedures of the hospital and program

QUALIFICATIONS: 

•Completion of a two year post-secondary diploma in medical office administration or legal administration or related diploma required

•2 to 3 years of related experience working within a busy Mental Health Program or legal setting

•Demonstrated knowledge of legislation and professional practice standards relevant to patient confidentiality and release of information

•Demonstratedexperience providing administrative support and interacting with patients and or clients, families and staff in a busy setting

•Intermediate skill level in MS Word, MS Excel, e-mail and internet searches, and excellence in medical spelling

•Clerical testing may be required as part of the selection process 

•Demonstrated proficiency in data entry and the use of specialized computer applications and scheduling systems: Epic/ Dovetale, Excel

•Accurate keyboarding skills with a minimum typing speed of 50 wpm (intermediate skill level)

•Demonstrates excellent customer service skills by acting in a respectful, compassionate manner

•Ability to communicate in a sensitive and non-judgmental manner with psychiatric patients, clinicians, and community partners, both in person, by email and by telephone. Excellent verbal and written communication skills

•Ability to maintain composure while handling multiple tasks, frequent interruptions and stressful situations

•Professional, with excellent organization skills and problem solving, with ability to set own priorities, use critical thinking, and work with minimal supervision

•Effective conflict resolution skills, including the ability to diplomatically respond to all inquiries

•Able to work in a fast-paced environment

RESPONSIBILITIES: Some responsibilities include:

•Provides administrative support to the unit by handling all incoming phone calls and enquiries in an efficient and courteous manner, ensuring appropriate action is taken according to the nature of the situation.

•Enters all pertinent patient information into the Electronic Health Record (EHR) in accordance with document retention policy and procedures. Responsible for all point of care scanning for the unit and ensures documentation is uploaded in accordance with Hospital policy.

•Retrieves and updates patient information and communicates with the multidisciplinary team, housekeeping, porters and other services within the system.  Prints labels, forms and census information as required.  Maintains unit statistics and produces various reports related to unit activity.

•Assists in arranging patient appointments, tests, procedures, court appearances, visits and transportation as required

•Assists the Manager with updates to the master schedule as needed. Maintains and posts the schedule according to collective agreements as directed.  Arranges for replacements and records staff absences as per established guidelines.

•Prepares schedule templates in advance. Enters all approved vacation requests at the direction of the Manager. Meets with the Manager regularly to review time off requests and process accordingly.

•Records staff attendance, completes staff payroll sheets, payroll corrections, and overtime submission for the Manager's approval and submits to Payroll.

•Review, track, and file critical Forensic specific documentation such as the Escape from Custody forms and Risk Scenario notes. Responsible to follow up as needed with MRP and escalate any issues timely.

•Supports the activities of assigned committees or general unit meetings, by coordinating schedules, attending meetings (when directed), taking and transcribing minutes, and distributing agendas and minutes accordingly.

•Provides administrative support to multi-disciplinary team, providing project management support, typing routine correspondence / documents, faxing, photocopying, filing, sorts/distribute mail, and books conference room/coordinates meetings

•Ensures all supplies required by the unit are adequately stocked and re-ordered in a timely manner.

•Gathers necessary Forensic specific legal documentation upon admission and discharge. Remains alert regarding unit activity and communicates any issues to necessary clinical staff and / or Manager.  Also, ensures nursing station and work area is maintained in a safe, organized and presentable way.

•Provides coverage for other Forensic Inpatient Administrative Support staff within the program/service.

•Assists with other activities as delegated by the Manager

•All other duties as assigned

WAGE RATE:
$ $ $32.30

St. Joe's fosters an environment where we celebrate diversity, where teams reflect the diversity of the community in which we serve, enhancing the connection to patients, clients, community, and each other.