What You Will Do

Reporting to the Program Leader or designate, the Program Support Assistant is responsible for providing a variety of administrative, general clerical and other related duties in the operation of the Clinic. Duties include screening and prioritizing incoming correspondence, maintaining appointment calendars for designated staff, booking and scheduling client appointments, handling clinic reception, inputting client information and maintaining related databases, assisting the Clinic in the development and implementation of administrative policies and procedures, coordinating routine building maintenance and security requirements, ordering equipment and supplies and records management and timekeeping.

What You Bring

Education
Grade 12, supplemented with standard commercial and related computer courses, medical office assistant course from a recognized institution, plus three (3) years' recent, related experience, or an equivalent combination of education, training and experience.

Skills and Abilities

Proficient with computers, ability to learn and manage new technology systems and proven word processing skills, ability to create and work with spreadsheets, Microsoft Office documents and clinical databases.

Ability to type 40 wpm.

Business writing skills.

Knowledge of medical terminology.

Knowledge of the principles and practices of office and community clinic management.

Ability to maintain effective working relationships with employees, patients, other service providers and the general public.

Ability to explain clinical contracts, clinic procedures and regulations, to maintain confidentiality and to communicate effectively both verbally and in writing.

Ability to work under pressure, to multi-task, to problem-solve, to take initiative, to anticipate potential problems/conflicts and take appropriate actions, to organize and prioritize workload and meet deadlines.

Ability to supervise the maintenance of complex clinical records and to prepare statistics/narrative reports from the records.

Ability to assist staff with basic trouble shooting related our technology systems.

Ability to work as part of a team and to participate in meetings.

Ability to operate standard office equipment.

Ability to deal with and direct members of the building trades/maintenance, to direct repairs and provide recommendations on renovations/upgrades/repairs

Physical ability to carry out the duties of the position.

Performs secretarial duties for the Clinic such as screening and prioritizing incoming clinic mail, maintaining appointment schedules, maintaining clinic booking system, arranging meetings and taking minutes, composing correspondence and updating database in accordance with established procedures.



Performs clerical duties such as inputting client information, preparing and maintaining client charts, maintaining relevant registers/databases, updating manuals and preparing medical and other reports, forms, tables, letters, presentation material from rough draft, general instruction, using software applications such as word processing, spreadsheets, graphics and databases.



Answers general inquiries via general info email account from a variety of sources such as clients, doctors' offices, community agencies, the staff, and the public, and provides direction and/or general information about programs and policies. Refers problems to Supervisor or Program Leader.



Assists with client intake by performing duties such as obtaining information, completing documentation required for admission, and liaising with information sources to obtain additional client information. Schedules and confirms clients for services, and establishes and maintains waiting lists.



Performs record management duties such as setting up and maintaining numeric, alphabetical, and subject filing systems, indexing files, and materials to be filed, and conducting file searches for requested information.



Assists Clinical Supervisor or Program Leader by providing input in the development and interpretation of worksite policies/procedures and related documents, in response to organizational needs such as site security and safety, space and physical assets and in the recommendation of space, furniture and/or equipment.



Authorizes pre-approved expenditures within a set limit and processes associated billings.



Processes and monitors expenditures by performing duties such as developing/maintaining capital inventory systems at work site, verifying operating inventory levels for the worksite, reviewing requisitions, sourcing special supplies, initiating and placing purchase orders with approved/designated suppliers and ensuring the following functions are maintained: receiving/storing/distributing supplies/equipment, checking invoices against orders and good received, resolving discrepancies, maintaining inventory points and placing new orders when established re-order points are reached.



Arranges building maintenance and cleaning including liaising with janitorial/maintenance staff, arranging external/internal maintenance, recommending and overseeing minor modifications/renovations to the worksite and participating in space planning and space utilization, as per established policies and procedures.



Assists with security functions for site, checks that doors are locked and alarms activated, reports incidents to appropriate staff or authorities, provides access to surveillance videos to authorities, and obtains appropriate services in emergencies.



Assists in the orientation of new staff to the worksite with regards to office/clinic functions, records management and clinic flow and maintaining timekeeping and attendance records.



Assists in implementing and ensuring compliance with organizational and departmental standards for records management for the worksite.



Performs payroll functions such as maintaining the security of timesheets and payroll records, reviewing timesheets for accuracy, sorting and distributing cheques, and investigating and responding to employee inquiries related to payroll.



Performs a variety of clerical functions such as arranging for couriers, calling taxi and/or handing out vouchers for clients, filing, photocopying and faxing.



Liaises with IMITS and Facility management on a variety of related issues as required.



Performs other related duties as assigned.

We acknowledge that Providence Health Care and the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.