Administrative Support Clerk

Detailed Overview Reporting to the Client Care Coordinator and working as a member of the interdisciplinary team, the Administrative Support Clerk provides a variety of administrative and clerical support duties. Performs such duties as typing technical and non-technical material utilizing word processing software, setting up and maintaining filing systems, processing incoming and outgoing mail, faxes and courier documents, maintaining levels of stationery and office supplies, assisting with the intake of clients and providing reception services. Assists with processing Physician/Psychiatric orders, maintaining and compiling statistical records and reports. The Administrative Support Clerk is expected to engage the client and support systems as people with full competence and as full collaborators in service planning, delivery and evaluation. Responsibilities Provides administrative support to the department/person/etc., ensuring work and service is timely and accurate, by drafting general correspondence where necessary and by transcribing from dictaphone and typing documents such as letters, memos, news releases, technical reports, legal documents, and confidential correspondence. Creates and formats statistical charts/graphs and updates departmental manuals. Uses software applications such as word processing, spreadsheets, databases and graphics. Answers general inquiries by telephone and in person from a variety of sources such as clients, doctor's offices, staff and the public and provides direction and/or general information about departmental programs and policies. Determines, from information received or observed behaviour, whether an emergent situation exists, obtains immediate care if required and refers problems to the Care Coordinator. Provides administrative support for the designated team by performing duties such as word processing, data entry, photocopying, screening and prioritizing incoming mail, ordering and maintaining supplies; taking minutes as necessary; maintaining efficient working areas at the team bases, and coordinating services based on priorities. Assists with setting up and maintaining manuals and computerized files including numeric, alphabetical and subject filing systems; indexes files and materials to be filed and conducts file searches as required. Calls in staff under the direction of the Care Coordinator using pre-determined guidelines to ensure appropriate staff levels and refers staffing issues to the Care Coordinator; maintains daily sign-in sheets; posts and prints work schedules. Sets up records management for newly admitted clients; maintains current records and files a variety of documents; prepares charts for transfer and/or discharge; assists facility staff with the admission/discharge process by entering information and processing paperwork. Processes physician/psychiatric orders by completing requisitions, in accordance with established procedures; assists the team as requested in scheduling appointments for clients and arranging for transportation as required. Performs clerical duties such as sorting and distributing incoming/outgoing mail, internal correspondence and courier documents; answers and screens telephone calls; responds to general inquiries; takes and relays messages; receives and assists clients and their support systems. Sets up and maintains filing systems for equipment supply and inventory records; maintains established levels of stationary and other required supplies by completing requisition and/or purchase orders; picks up and delivers a variety of items such as mail and supplies, upon request. Maintains a petty cash account by methods such as receiving, recording, checking and balancing cash collections; receives receipts and issues receipts in designated areas, as required. Maintains orderliness of staff areas and communication/information boards/books; keeps facility manuals and reference materials current by filing updates, revisions and additions; requisitions repairs and maintenance work as required. Performs other related duties as assigned. Qualifications Education and Experience Grade 12, completion of an Office Administration Certificate, plus one years recent, related experience, or an equivalent combination of education, training and experience. Skills and Abilities Ability to communicate effectively, both verbally and in writing. Physical ability to carry out the duties of the position. Ability to work independently and in cooperation with others. Ability to operate related equipment. Knowledge of Computers including related software - e.g. word, file management; windows. Ability to organize and prioritize work. Ability to type 45 wpm. Business writing skills. Knowledge of general office procedures. Ability to establish rapport with clients. Knowledge of medical terminology.