Job Description

Supervisor Clinic Administration,
Forensic Psychiatric Services,
Vancouver BC


Are you a highly organized person with stong administration skills? The Supervisor establishes work priorities for and provides guidance to clerical support staff, provide input into clerical staff selection and performance evaluations, processes timekeeping for clinic staff and requests for vacations from clerical staff, and types correspondence and other documents.
What you’ll do

• Coordinate the clerical workflow by methods such as establishing work schedules and priorities, coordinating work assignments and providing work guidance and ongoing support to staff; participating in interdepartmental meetings, and liaising with other disciplines, community clinics and FPH to ensure consistency of work procedures; maintaining administrative procedure manuals and assisting with drafting new procedures and/or updating existing procedures for review and approval, and informing clerical staff of new information and changes in procedures.
• Supervise clinic clerical support staff by methods such as determining orientation and training requirements; discussing progress and facilitating establishment of individual and team goals, monitoring performance to ensure program standards are met; and clarifying requirements, providing input into performance evaluations in order to promote quality work performance, facilitating resolutions to problems, and referring unresolved issues to the Regional Clinic Manager.
• Perform duties related to the accounts payable function by methods such as receiving reports and related documents, matching invoices (manually and electronically) to purchase orders, verifying the accuracy of invoices and checking that all invoices and expense claims have been approved according to signing authority guidelines, following up with respective departments and/or vendors to obtain missing documentation/information, and forwarding approved and coded invoices to Accounts Payable for payment on a timely basis. Reconcile designated accounts by matching up payments received and invoices issued, tracing the reasons for differences, and liaising with Finance concerning issues and questions.
• Perform secretarial and administrative duties for the Regional Clinic Manager by methods such as screening incoming materials, determining urgency of requests, and prioritizing items for their attention; informing Manager of emerging clerical/administrative issues and unusual circumstances, and participating in developing the plan of action; assisting Manager with creating, maintaining and managing contracts; and processing incoming and outgoing correspondence, and typing a variety of technical and non-technical material.
• Process timekeeping records for clinic staff by completing duties such as entering information into system within established timelines, applying time codes, answering staff questions, checking entries for accuracy, liaising with the Payroll and Scheduling & Timekeeping Solutions, and making adjustments as required. Complete and submit eForms as required. Liaise with Finance, Payroll and Human Resources as necessary.
• Provide input into the selection of clerical staff by participating on panel interviews and providing recommendations regarding evaluation of candidates to facilitate optimal hiring decisions.
• Maintain statistical records and prepares reports as required on various clinic activities including workload and budgetary information by methods such as setting up and updating computerized files and spreadsheets using word-processing and spreadsheet software, accessing and analyzing data from the applicable information systems, compiling, recording and tabulating data from other sources and summarizing information into report form for review by the Regional Clinic Manager.
• Process requests for items such as vacations, leave of absences, and terminations from clerical support staff by receiving reviewed requests from Manager and entering response into the timekeeping system.
• Manage petty cash by methods such as reconciling petty cash transactions for client expenditures and office expenditures, completing and processing replenishment forms, and completing regular audits with Regional Clinic Manager.
• Transcribe a variety of medical dictation including correspondence and reports to Court, Review Board, and all clinical reports, notes and correspondence according to pre-set format, protocols and deadlines; forward completed documents to designated team members according to departmental procedures and making corrections as requested; and forwarding completed and signed reports to appropriate Court Registries and other outside agencies.
• Monitor and order office equipment and furniture as approved by the Regional Clinic Manager. Monitor and order client, and stationery supplies as required. Process and track orders for medical supplies as directed.
• Assist Regional Clinic Manager with team planning, development, evaluation and quality improvement activities that facilitate team goal setting, problem solving, conflict resolution and collaboration by performing duties such as attending meetings, soliciting feedback from clerical support staff, identifying potential areas of improvement, providing suggestions or drafting new methods when requested, and implementing approved programs. Participate and record minutes in Regional Clinic staff meetings, participate on committees and special projects as required.
• Maintain the health records system as per Forensic Psychiatric Services and PHSA standards by methods such as entering and revising patient data in computer systems; obtains or clarifies missing or questionable information, corrects errors and omissions in client demographic data and enters corrections into computer systems; filing and archiving health records; conducting regular audits of clinical and administrative files as required and culling files on a regular basis
• Arrange and track clerical equipment and PHSA vehicle maintenance by methods such as contacting service personnel or vendors, setting up planned maintenance services and unplanned service calls, reporting malfunctions to appropriate personnel for repair, maintaining records of service, meeting with trade representatives to provide feedback, and obtaining information on new updates.
• Conduct regular inspections of the work area to ensure they meet clinic safety and cleanliness standards as a member of the Joint Occupational Safety and Health (JOSH) committee, and identifies deficiencies and ensures appropriate corrective action is taken. Liaise with appropriate service providers to ensure building maintenance is adequately provided to assure building security and staff safety. Report accidents, injuries and near misses, and adhere to and enforce rules regarding safety.
• Perform various clerical duties as required such as providing reception duties and answering phone lines; processing mail and faxes, scheduling meetings, video conferences, and teleconferences; and filing, auditing, and maintaining records.
• Perform other related duties as assigned.

What you bring

• Grade 12, graduation from an approved course in medical transcription, and four (4) years recent, related experience including one (1) year in a supervisory capacity, or an equivalent combination of education, training and experience.
• Ability to keyboard at 60 wpm.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to supervise.
• Ability to organize work.
• Ability to operate related equipment.

What’s in it for you


Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.

• Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth and development.
• Access to more than 2,000 in-house training programs.
• Enjoy a comprehensive benefits package, including municipal pension plan.
• 12 annual statutory holidays with generous vacation entitlement and accruement.
• Perks include onsite fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.

Job type Regular Full-Time
Wage $26.65 per hour
Location Vancouver
Hours of work 0830-1630
Reference number 131978


What we do


BC Mental Health & Substance Use Services (BCMHSUS) bcmhsus.ca cares for people with complex mental health and substance use challenges. (BCMHSUS) program is part of the Provincial Health Services Authority (PHSA).
(PHSA) plans, coordinates and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Cultivate partnerships – Serve with purpose. Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services


PHSA is committed to employment equity and hires on the basis of merit, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, backgrounds and experiences, and value a safe, inclusive and welcoming environment.