Clerk, Mental Health and Substance Use Services

 

Detailed Overview:

Reporting to the Coordinator and working as a member of the interdisciplinary team, this position provides administrative support by performing duties such as reception services, typing material utilizing word processing software, setting up and maintaining filing systems, processing incoming and outgoing mail, faxes, reports/records and internal and courier documents, arranging meetings/special functions, operating office equipment, assisting with the intake of clients, and assisting as required with the maintenance of staffing coverage. Deals with matters of a confidential nature for a number of disciplines within the area.

Responsibilities:

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• Provides reception services by performing duties such as operating a multi-line switchboard or phone, answering/directing incoming calls for staff, taking messages, answering routine inquiries and providing information of a general nature, receiving visitors, and determining when an issue or emergent situation requires escalation to the Coordinator or to other areas as appropriate.
• Types material such as correspondence, reports, and documents utilizing various wordprocessing software and computerized systems by performing functions such as inputting client information, maintaining registers, and typing hand written or general instruction and transcribing from dictaphone. Prepares various informational/resource packages by updating, photocopying and collating packages/brochures for distribution to the patient and/or family. Keeps facility manuals and reference materials current by filing updates, revisions and additions.
• Collects data from various sources, enters data into computerized systems 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 policies and procedures designed to protect confidentiality for a variety of records such as correspondence, reports, minutes, directories, and personnel information by performing duties such as creating and labeling files, developing forms, indexing materials and filing.
• Receives and logs Freedom of Information Requests and Consent for Release of Information Requests; forwards requests to appropriate staff, and maintains related records.
• 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.
• Maintains levels of stationary, 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.
• Operates office equipment such as photocopiers, 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 Supervisor.
• Assists with client intake by performing duties such as receiving referrals, scheduling and confirming client appointments, obtaining client information, completing required documentation in client information systems and maintaining waiting lists, and arranging for transportation as required.
• Assists with timekeeping functions as required, by methods such as gathering hours worked, coding hours into payroll system and forwarding to Payroll upon approval. Reviews verification reports, identifies discrepancies and answers inquiries from staff.
• 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.
• Performs general staffing functions as required, such as calling in relief staff from pre-established lists, assisting with the maintenance of staffing schedules and booking of casual staff.
• Coordinates off-site storage of records and archives by performing duties such as maintaining databases of off-site file storage, completing necessary paperwork, arranging for records to be shipped to off-site storage, and assisting staff with retrieval, filing and purging of files as required.
• Maintains a petty cash account as required, such as receiving, recording, checking and balancing cash collections, and receiving and issuing receipts in designated areas.
• Performs other related duties as assigned.

Qualifications:

Education and Experience

Grade 12, plus one year of recent related office/clerical experience or an equivalent combination of education training and experience.

Skills and Abilities

• 
  Ability to communicate effectively both verbally and in writing.
• Ability to deal effectively with others.
• Ability to exercise sound judgement.
• Ability to organize work and establish workload priorities in collaboration with others.
• Ability to take initiative.
• Ability to work independently and in collaboration with others.
• Ability to type 40 wpm.
• Ability to use applicable computer equipment and software.
• Working knowledge of general office practices and procedures and their application.
• Comprehensive knowledge of relevant acts, regulations, programs, policies and procedures.
• Valid BC Driver's License and access to a vehicle.
• Physical ability to perform the duties of the position.

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