C29 - Medical Office Assistant ( Grid 5 ) - Casual
Title:
C29-Medical Office Assistant ( Grid 5 )
No of Position: 1
Department: Main Campus
Collective Agreement: Communities Bargaining Unit
Union: BCGEU
Job Summary
× Perform administrative duties such as greeting clients, answering phones, booking appointments, arranging meetings, completing lab requisitions and assisting in the general organization of the clinic
× Receive and communicate messages for medical staff and clients
× Use health software and other computer applications to prepare reports, invoices, financial statements, letters, case histories and medical records.
× Assist clients in completing health intake and history forms
× Assist in the coordination and integration of the interdisciplinary team of physicians, counsellors, nurses, social workers and pharmacists
× Set up and maintain records management systems, including classifying and coding electronic and paper files
× Operate standard office equipment, including voicemail messaging systems, photocopiers, fax machines and document scanners
× Order supplies and maintain inventory
× Perform other duties as required
× Monitor and manage the general tidiness of the waiting room
× Provide intake services to clients by determining their needs or directing them to the appropriate staff
× Attend to client behaviours in the waiting room by listening, supporting, validating and, in the case of disruptive behaviours, employing de-escalation techniques. Contact appropriate staff for assistance if necessary
× Build positive relationships with individual clients in support of good health outcomes
× Keep examination areas clean, orderly and stocked with supplies
× Provide clients with information and contacts for community resources
× Office Administration Certificate
× Recent, related experience of one year providing first point of contact service to a diverse set of clients who may be experiencing mental health, addictions, poverty and trauma concerns
Or an equivalent combination of education, training, and experience
Or other Qualifications determined to be reasonable and relevant to the level of work
× Satisfactory completion of a criminal records check with vulnerable sector screening is required
× Satisfactory completion of Tuberculosis Screening form is required
× Satisfactory completion of Employee Immunization Record form is required
× First aid certification with CPR is required
× High level of integrity and dependability with a strong sense of urgency and results-orientation
× Strong skills in Windows, Microsoft Word, Excel, and database management systems
× Strong problem solving, analytical, and creative skills with the ability to exercise sound judgement and make decisions based on accurate and timely analyses
× Strong interpersonal skills and ability to communicate effectively in writing and verbally in English
× Strong organizational and time management skills
× Ability to maintain accuracy while doing multiple tasks or working under pressure
× Ability to deal effectively with disruptive behaviours when required
× Ability to work in a trauma-informed practice
× Demonstrated commitment to the social sector with a passion for the organization’s mission is essential
× Actively seeks and incorporates feedback to inform continuous self-improvement
× Sets goals, creates and implements action plans, monitors progress, and evaluates results
× Adeptly manages competing tasks and uses time efficiently and effectively
× Consistently produces accurate, thorough, high-quality work in a timely manner
× Builds and promotes a culture of health and safety in the workplace
× Implements and enforces best practices in health and safety within the workplace
× Demonstrates effective problem-solving skills
× Makes clear, consistent, transparent and timely decisions after contemplating various available courses of action
× Exercises sound judgment in the best interests of the organization
· Displays high emotional intelligence; uses tact and diplomacy in dealing with sensitive, complex and confidential situations
· Has a manner, style and presence that makes a positive impression
· Listens to and considers others’ views
· Fosters enthusiasm, energy and commitment
· Takes responsibility for personal actions, performance and health
· Is reliable and accountable; shows up on time ready to work
· Champions positive working relationships with staff and external stakeholders
· Supports an environment of openness, and champions teamwork and communication across programs
· Leverages the expertise and experience of others for organizational success
No of Position: 1
Department: Main Campus
Collective Agreement: Communities Bargaining Unit
Union: BCGEU
Position Status : Casual
Classification rate: $ 24.86 - $ 26.38
Reports to: Senior Manager, Clinical Operations and Services
Job Summary
× Perform administrative duties such as greeting clients, answering phones, booking appointments, arranging meetings, completing lab requisitions and assisting in the general organization of the clinic
× Receive and communicate messages for medical staff and clients
× Use health software and other computer applications to prepare reports, invoices, financial statements, letters, case histories and medical records.
× Assist clients in completing health intake and history forms
× Assist in the coordination and integration of the interdisciplinary team of physicians, counsellors, nurses, social workers and pharmacists
× Set up and maintain records management systems, including classifying and coding electronic and paper files
× Operate standard office equipment, including voicemail messaging systems, photocopiers, fax machines and document scanners
× Order supplies and maintain inventory
× Perform other duties as required
Client Services
× Assist in creating a welcoming, safe, and positive environment for clients and staff× Monitor and manage the general tidiness of the waiting room
× Provide intake services to clients by determining their needs or directing them to the appropriate staff
× Attend to client behaviours in the waiting room by listening, supporting, validating and, in the case of disruptive behaviours, employing de-escalation techniques. Contact appropriate staff for assistance if necessary
× Build positive relationships with individual clients in support of good health outcomes
× Keep examination areas clean, orderly and stocked with supplies
× Provide clients with information and contacts for community resources
Qualifications
× Grade 12× Office Administration Certificate
× Recent, related experience of one year providing first point of contact service to a diverse set of clients who may be experiencing mental health, addictions, poverty and trauma concerns
Or an equivalent combination of education, training, and experience
Or other Qualifications determined to be reasonable and relevant to the level of work
× Satisfactory completion of a criminal records check with vulnerable sector screening is required
× Satisfactory completion of Tuberculosis Screening form is required
× Satisfactory completion of Employee Immunization Record form is required
× First aid certification with CPR is required
Skills & Knowledge
× Excellent knowledge of computer literacy to operate a computerized patient care information system and word processing, spreadsheet, Internet and e-mail software× High level of integrity and dependability with a strong sense of urgency and results-orientation
× Strong skills in Windows, Microsoft Word, Excel, and database management systems
× Strong problem solving, analytical, and creative skills with the ability to exercise sound judgement and make decisions based on accurate and timely analyses
× Strong interpersonal skills and ability to communicate effectively in writing and verbally in English
× Strong organizational and time management skills
× Ability to maintain accuracy while doing multiple tasks or working under pressure
× Ability to deal effectively with disruptive behaviours when required
× Ability to work in a trauma-informed practice
× Demonstrated commitment to the social sector with a passion for the organization’s mission is essential
Competencies
Approach to Work
× Demonstrates initiative, flexibility, adaptability and resourcefulness× Actively seeks and incorporates feedback to inform continuous self-improvement
× Sets goals, creates and implements action plans, monitors progress, and evaluates results
× Adeptly manages competing tasks and uses time efficiently and effectively
Job Knowledge and Quality of Work
× High-degree of relevant and current job knowledge and skill× Consistently produces accurate, thorough, high-quality work in a timely manner
× Builds and promotes a culture of health and safety in the workplace
× Implements and enforces best practices in health and safety within the workplace
Judgement and Decision-Making
× Models independent thinking and creativity× Demonstrates effective problem-solving skills
× Makes clear, consistent, transparent and timely decisions after contemplating various available courses of action
× Exercises sound judgment in the best interests of the organization
Communication & Interpersonal Skills
· Expresses themselves clearly and professionally both verbally and in writing· Displays high emotional intelligence; uses tact and diplomacy in dealing with sensitive, complex and confidential situations
· Has a manner, style and presence that makes a positive impression
· Listens to and considers others’ views
Personal Leadership
· Models the organization’s core values of social justice, teamwork, social innovation, and strength-based practices· Fosters enthusiasm, energy and commitment
· Takes responsibility for personal actions, performance and health
· Is reliable and accountable; shows up on time ready to work
Teamwork & Collaboration
· Effectively works with their colleagues to ensure organizational success· Champions positive working relationships with staff and external stakeholders
· Supports an environment of openness, and champions teamwork and communication across programs
· Leverages the expertise and experience of others for organizational success
Salary for this role is between $24.76 and $26.38 per hour.
Closing Details:
Closing Date: Internal applications will be accepted until March 23, 2025, at 5:00 pm.
“All employees, including laid-off and displaced employees, are entitled to apply for the vacancy and be considered pursuant to the provisions of Article 12.9.” Internal applicants must notify manager of intent to apply. External applicants will be reviewed after internal applicants have been reviewed and interviewed. All qualified applicants are welcome to apply. Those shortlisted will be contacted.