Administrative Support 09
St. Joseph's Healthcare Hamilton
Location
Burlington, ON | Canada
Job description
Position Details
Posting #: 27174
Department: Halton Geriatric Outreach Program
Employee Type: Casual, Part Time
If Temporary, Number of Weeks:
Union: CUPE
Openings Remaining: 1
Schedule
Work Days: Monday to Friday
Time of Day: Days
Shift: Various Rotating
Shift Start: Hours are subject to change based on operational requirements.
This position may be scheduled at any of the following sites: West 5th Campus (Hamilton Mountain), Halton Seniors Mental Health Outreach (Burlington)
Application Dates
Opening Date: 27/02/24
Closing Date: 05/03/24 Applications must be received online by 12:00 midnight on the Closing Date
Position Description
POSTION SUMMARY
The position provides the administrative assistance to the day-to-day clerical operations of the Halton senior’s mental health outpatient and outreach services. The position works collaboratively with all members of the care team to support the effective registration; patient appointment scheduling and dealing with cancellations; the group wait list, communication letters and set up for group patients; clinic and phone reception responsibilities; payroll; surveys; health record development and filing functions within the outpatient and outreach service. The position is the first impression of our program and needs to maintain a positive and compassionate image.
QUALIFICATIONS - Completion of Grade 12 diploma and a completed 1-2 year post-secondary program in medical office administration
- Successful completion of Medical Terminology Certificate required
- 2-3 related experience working within a busy mental health and addiction program required with demonstrated experience supporting patients and families in the relevant clerical/ administrative roles e.g., reception, scheduling, phone calls, sharing basic program information, connecting with family doctor offices.
- Previous experience working with seniors an asset
- Excellent attendance, workplace performance and customer service orientation required.
- Intermediate skill level in MSWord, MS Excel and Outlook email
- Basic skill level in spelling and medical spelling.
- Clerical testing may be required as part of the selection process.
- Excellent proficiency, accuracy and efficiency in data entry and the use of computerized applications e.g., Dovetale
- Able to communicate effectively and with sensitivity both in person and via telephone to patients, families and other partners in care
- Intermediate typing speed and speed of 45 WPM
- Maintains excellent interpersonal relationships demonstrated within a team environment and beyond
- Excellent ability to handle multiple tasks, conflicting priorities, time pressures and frequent interruptions in the context of a clinical outpatient setting.
- Demonstrated ability to work independently, demonstrate good organization, initiative, resilience and priority setting skills.
RESPONSIBILITIES - Responds to telephone phone calls and unscheduled visits ensuring appropriate action according to the nature of the situation, and relaying messages as required. Applies customer service orientation.
- Deals with patient scheduling and cancellations to ensure clinic slots are appropriately filled e.g., phoning patients and responding to their requests re: appointment times, need for changed date/time, providing calls to them to change appts at doctor’s request and reschedule.
Works proactively and collaboratively with care team to maintain, distribute and update accurate active patient caseload
- Accurately enters, retrieves, updates and validates data (e.g., demographics, OHIP, date/times, code etc.) in Dovetale.
- Provides administrative support by typing routine correspondence, requested notes/letters, faxing, photocopying, and readying materials for client groups or copying/readying satisfaction surveys.
- Provides administrative support to pick up mail and faxes, stamp, distribute and notify clinic staff, as needed.
- Processes in an efficient and safe manner, client referral registration, and supports Dovetale and health record maintenance from referral, admission and through to discharge processes.
- Maintains effective/responsive filing systems in the patient health record and scans, assembles/dismantles charts, as required.
- Completes weekly payroll and forwards any travel expenses to manager for review/signing.
- Ensures all needed office supplies are ordered in a timely manner and stored appropriately and as directed, completes any needed RFS for maintenance, IT service etc.
- Assists with special projects and performs other duties as assigned by the Manager.
- Remains alert regarding on-site client, patient, family needs/activity and works together to ensure the work area is maintained in a safe, organized and presentable way at all times.
WAGE :
Hourly: $27.21... $28.41 ... $29.57 (plus 14% in lieu of benefits)
St. Joseph’s Healthcare Hamilton (SJHH) is an equal opportunity employer and strives for equity, inclusiveness, and diversity in all our programs, practices, facilities, and people. We foster a culture of patient and staff safety where all positions comply and work in conjunction with the Mission, Vision, and Core Values of SJHH.
We thank all applicants for their interest, however, only those selected for an interview will be contacted. SJHH is committed to a barrier-free recruitment and selection process - please inform us should accommodation be required at any point in the recruitment process.
Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.
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