Administrative Support Clerk

at  Fraser Health

Salary range: The salary range for this position is CAD $24.76 - $26.38 / hour Why Fraser Health?:
Fraser Health is the heart of health care for over two million people in 20 diverse communities from Burnaby to Fraser Canyon on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region.
Our hospital and community-based services are delivered by a team of 48,000+ staff, medical staff and volunteers dedicated to serving our patients, families and communities.
We invite you to apply today and find out why employees recommend Fraser Health to their friends as an exceptional place to work. We are committed to planetary health, we value diversity in the work force and seek to maintain an environment of Respect, Caring and Trust. Curious to learn what it’s like to work here? Like us on Facebook (@fraserhealthcareers), follow us on Twitter & Instagram (@FHCareer), or connect with us on LinkedIn (fraserhealthcareers) for first-hand employee insights.

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.

• 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