Team Assistant
4 weeks ago
Position Summary:
Reporting to the Manager, Supplies and Equipment, the Team Assistant assists Care Coordination staff and Service Provider organizations with medical supply and equipment orders. Data entry into the CHRIS electronic record to create purchase orders for the acquisition of products. Attention to detail is required to ensure a high quality of data integrity
Primary Responsibilities:
The Team Assistant provides information and referral and demonstrates a high level of client service to the LHIN staff, families, service providers and the general public ensuring that they feel heard, understood and confident of follow-up.
These include:
• Receives and processes both manual and electronic orders for medical supplies and equipment
• Data entry into the CHRIS client record to create a product purchase order
• Management of the Negative Pressure Wound Therapy (NPWT) waitlist as well as the ordering and pick-up of NPWT machines
• Communicates with Care Coordinators, Service Provider organizations and medical supply vendors to ensure accuracy to product orders and deliveries
• Receives and initiates incoming and outgoing telephone calls
• Communicates with members of the team to ensure information is distributed and obtained appropriately, including collecting, sorting and distributing mail, courier packages, forms lists and documents, to and from staff and agencies and photocopying and faxing/scanning documents and forms as required.
• Maintains an efficient, current and secure CHRIS client record, in accordance with established guidelines including:
- completing entry of all required information (ie scanning and data entry)
- documenting all actions taken in the client file
- uploading documents to CHRIS library
- accessing the client information system for information as required
• Processes requisitions, prepares related documents and form letters, monitors inventory of and orders supplies, in accordance with established guidelines.
Education and Experience:
• High school graduation diploma plus,
• Successful completion 1 year Community College diploma in either Office Administration, Business, Health Administration or equivalent program
• Minimum 18 months previous experience in similar customer service or related position in the health, social or business administration fields.
Knowledge:
• Demonstrated knowledge of office procedures including filing and record maintenance and operation of telephone systems and office equipment
• Demonstrated proficiency in the use of a variety of computer software applications including e-mail and the internet
Skills and Abilities:
• Demonstrated ability to work with a number of stakeholders including staff, service providers, clients and caregivers
• Good keyboarding skills with attention to detail
• Strong oral and written communication skills
• Demonstrated high level of initiative, discretion and sound judgment
• Flexible and adaptable with effective problem solving skills
• Strong multi-tasking and prioritization skills with a demonstrated ability to perform efficiently in a fast paced environment with attention to detail
• Self-directed with the ability to work effectively both independently and as part of a team
• Effective interpersonal skills demonstrating tact and diplomacy
Effective client service skills in establishing and maintaining effective working relationships with others
Affiliation: CUPE – Wages are in accordance with the collective agreement between Home and Community Care Support Services Champlain and CUPE and start at $24.268/hr.
Shift: Monday to Friday: 9:00am to 5:00pm and 10:00am to 6:00pm (the team operates within the hours of 8:00am to 8:00pm, Monday to Sunday. The assigned hours are subject to changes if needed due to operational need).
Location: Can be one of: 4200 Labelle St, Ottawa: 709 Cotton Mill St, Cornwall: 1100 Pembroke St E, Pembroke
This position is temporary until October 2024
Home and Community Care Support Services Champlain offers flexible work options, this position will have a hybrid model of work with a combination of in-office and remote work locations.
Please note that selection will be in accordance with Article 11.02 of the Collective Agreement (Criteria for Selection).
All applications will be reviewed; however, only those selected for an interview will be contacted. Home and Community Care Support Services Champlain welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in any aspects of the selection process.
Home and Community Care Support Services has implemented a mandatory vaccination policy across the province that requires all staff to be fully vaccinated against COVID-19. Applicants being considered for employment will be required to provide proof of vaccination documentation confidentially to Human Resources upon hire. Any medical or human rights exemption requests will be reviewed and validated prior to an offer of employment.
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