Administrative Support Clerk
3 months ago
Detailed Overview
Performs a variety of administrative support duties such as word processing, dictaphone, data entry and record management. Answers calls, receives and directs visitors/clients and responds to inquiries. Receives, sorts and distributes incoming/outgoing mail; operates office equipment; places purchase orders with external suppliers; maintains petty cash, office supplies and office manuals. Performs staffing and timekeeping duties as directed. Responsibilities Performs word processing and data entry duties by inputting client information into relevant computerized systems, maintaining relevant registers and by typing routine correspondence such as educational materials, minutes, letters, client file data and reports from rough draft, general instruction and/or recording devices using software applications such as word processing, spreadsheets, graphics and databases. Assists with client intake by obtaining general and demographic information on referrals and appointments; ensures client record security and confidential handling of same; schedules and confirms clients for appointments, programs and/or services; reschedules client appointments as necessary. Maintains master appointment book for staff and physicians. Immediately notifies clinical staff when received information or observed behaviour suggests that a crisis/emergent situation exists. Completes dictations by transcribing from dictaphone; distributes consultation assessment reports as indicated by the physician. Maintains client data; compiles and categorizes as required to prepare a variety of statistical reports. Performs record management duties including setting up and maintaining office filing system; assembles files, assigns file numbers, prepares file folders, distributes and files documents and files. Liaises with other Mental Health offices regarding file retrieval and return. Performs reception duties such as answering calls, receiving and relaying messages, receiving and directing visitors/clients and by responding to in-person and telephone inquiries. Refers workflow problems to the Manager / designate. Arranges meetings by booking and setting up meeting rooms; maintains tidiness of reception area. Arranges for equipment/building service or repairs as required. Receives, records, sorts and distributes incoming and outgoing mail, faxes, internal correspondence and courier documents; signs for receipt of packages and shipments. Operates standard office equipment such as fax machines and photocopiers and carries out minor maintenance such as loading paper, removing paper jams and changing toner cartridges. Places purchase orders with external suppliers, checks vouchers, packing slips, verifies and or obtains approvals and coordinates pick-up or delivery of equipment/supplies. Maintains petty cash. Maintains a stock of office supplies in the work station area. Maintains office manuals. Performs staffing and timekeeping duties by calling in relief staff from a pre-established list, tracking hours worked and reviewing timesheets for accuracy as directed. Processes service authorizations as directed. Performs other related duties as assigned. Qualifications Education and Experience Grade 12, Office Administration Certificate plus one year's recent, related experience or an equivalent combination of education, training and experience. Skills and Abilities Knowledge of general office procedures. Knowledge of medical terminology. Business writing skills. Ability to type at 45 wpm. Ability to communicate effectively, both verbally and in writing. Ability to establish and maintain rapport with clients. Ability to work independently and in cooperation with others. Ability to organize and prioritize. Ability to operate related equipment. Physical ability to carry out the duties of the position.-
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