Team Assistant

3 weeks ago

Ottawa, Canada Home and Community Care Support Services Full time

Position Summary:

Reporting to the Manager, Home and Community Care, the Team Assistant assists Care Coordination staff with operational functions providing administrative and clerical support within an assigned team

Primary Responsibilities:

The Team Assistant provides information and referral and demonstrates a high level of client service to the Home and Community Care Support Services Champlain staff, families, service providers and the general public ensuring that they feel heard, understood and confident of follow-up.

• 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
- ensuring file availability when required by Care Coordinators
- assigning new and transferred client files to the appropriate Care Coordinator
- uploading documents to CHRIS library
- accessing the client information system for information as required
- processing files for all discharges
• Listens to and documents in client file, Care Coordinators’ voice mail and, in accordance with established guidelines, takes and relays messages, refers calls, and arranges for decreases in services and collection of equipment.
• Processes requisitions, prepares related documents and form letters, monitors inventory of and orders supplies, in accordance with established guidelines.
• Updates client files by entering information which corresponds to standardized pathways or as per Care Coordinator direction
• Liaises with staff, care providers, clients and pharmacies regarding confirmation of dates, deliveries, discrepancies and delays of supplies, increases, decreases and discharges in service and takes appropriate clerical action, in accordance with established guidelines.
• Books routine client home visit appointments and client/family conferences, prepares agenda, and reserves meeting rooms, as directed by Care Coordinators
• Arranges client transportation by taxi or ambulance, in accordance with established guidelines and as authorized by Care Coordinators
• Maintains team in/out schedule
• Assists with projects or initiatives related to job responsibilities, participates in orientation and committees, and performs other related duties, as requested by their Manager.

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
• 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 $24.027/hr.
Shift: A rotating shift schedule that provides coverage between the hours of 8am and 8pm seven days/week and comprised of eight-hour shifts with various start and end times (for a total of 70hrs in a two-week period). The successful candidate will be required to work every second weekend as part of this rotation.
Location: Can be ONE of 4200 Labelle st, Ottawa or 709 Cotton Mills st, Cornwall or 1100 Pembroke street east, Pembroke

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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