Job Description

Salary range: The salary range for this position is CAD $25.54 - $27.22 / hour Detailed Overview:

Provides administrative day-to-day support to the Maxxine Wright Centre which services pregnant and early parenting women and their infants/children impacted by trauma, violence and substance use.



Performs duties such as front desk reception interacting directly with clients who have highly complex medical and social needs, assisting clinicians in providing services, registering new clients and booking appointments and referrals, establishing and maintaining charts and chart organization including requests, specimen processing, ordering supplies and maintaining stocks, maintaining database(s) including billing procedures and maintenance of electronic client case load, typing material utilizing wordprocessing software, setting up and maintaining the filing systems, processing incoming and outgoing mail, faxes, reports/records and internal and courier documents, arranging meetings/special functions, and operating office equipment.


Responsibilities:
Provides reception services by performing duties such as operating a multi-line switchboard or phone, registering new patients, booking appointments, following up on physican orders regarding referrals and diagnostic tests, answering/directing incoming calls for staff, taking messages, answering routine inquiries and providing information of a general nature regarding the Centre, receiving visitors,determining whether an emergent situation exists and referring to appropriate areas. Contacts other hospitals/organizations to obtain information as required.

Types material such as correspondence, reports and documents utilizing various wordprocessing software and computerized systems by performing functions such as inputting client information and maintaining registers. Prepares various informational/resource packages by designing, updating, photocopying and collating packages/brochures for distribution to the patient and/or family.

Collects data from various sources, enters data into computerized systems (EMR) and ensures data is kept up to date. Gathers, compiles, and retrieves information as required and prints related reports. Sets up and maintains the client and administrative filing system, according to policiesand procedures designed to protect confidentiality

,for a variety of records such as correspondence, reports, minutes, and directories by performing duties such as creating and labeling files, developing forms, indexing materials and filing.

Processes incoming and outgoing mail, faxes, reports/records, and internal and courier documents by performing duties such as receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup as required. Signs for receipt of packages and shipments.

Processes payroll and/or physician billing by entering and updating records using computerized system, calculating billing totals and following up on related discrepancies. Refers complex problems to supervisor.

Monitors levels of medical and pharmaceutical equipment and supplies and orders as necessary. Maintains levels of stationery, office supplies and resources according to pre-determined levels by methods such as photocopying, completing requisitions for signature and forwarding approved requisition to appropriate personnel.

Cleans medical equipment and instruments in accordance with established procedures. Cleans and organizes supply areas.

Arranges meetings/special functions as directed by performing duties such as booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written drafts, and recording and distributing minutes.

Operates office equipment such as photocopiers, scanners, shredders and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges. Refers further maintenance required to the Coordinator.

Liaises with staff of health care and social service organizations, as well as general practioners' offices to provide program-related information. Represents the Maxxine Wright Community Health Centre by attending various meetings with the purpose of promoting the program and sharing information about the Centre.

Performs other related duties as assigned.
Qualifications:

Education and Experience

Grade 12, plus completion of a Medical Office Assistant diploma plus one year of recent related office/clerical experience or an equivalent combination of education training and experience.

Skills and Abilities

Demonstrated ability to communicate effectively both verbally and in writing in English. Demonstrated ability to work effectively with the multi-disciplinary team and be a self-starter. Demonstrated ability to deal effectively with others. Demonstrated effective interpersonal skills. Demonstrated ability to deal effectively in conflict situations. Demonstrated ability to exercise sound judgement. Demonstrated ability to organize work and establish workload priorities in collaboration with others. Demonstrated ability to take initiative. Demonstrated ability to work independently and in collaboration with others. Demonstrated ability to type 50 wpm. Demonstrated ability to use applicable computer equipment and software at a basic level. Working knowledge of general office practices and procedures and their application. Knowledge of relevant acts, regulations, programs, policies and procedures. * Physical ability to perform the duties of the position.