Department Administrative Assistant - After Hours Clinic

at  Trillium Health Partners

Job Description:
Position: Department Administrative Assistant
Dept/Health Program: After Hours Clinic - Mental Health Program
Posting ID: 2024-38837
Status: Permanent Full-Time (x1)
Role Level: AC05 ($28.42 to $35.54)
Site: Credit Valley Hospital
Hours of Work/Shift: Weekdays; 8 hour shifts between 8:30am to 6pm *Must be able to work evenings and Saturdays with advance notice
Posted: August 26, 2024
Internal Deadline: September 2, 2024
Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. Comprised of the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, and the Reactivation Center at Humber. Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.
Our Mission: A New Kind of Health Care for a Healthier Community
Our Values: Compassion, Excellence, Courage
Our Goals: Quality, Access, Sustainability
Our Enablers: People, Education, Innovation, Research

POSITION SUMMARY:

A high achieving, self-motivated individual with exceptional organizational skills and demonstrated commitment to customer service will excel in this position. You must possess the ability to work in a fast-paced and constantly changing environment and be able to disseminate complex information in order to maintain effective working relationships with the Mental Health Program. You are proactive, dynamic and able to anticipate the needs of those you support without waiting for instruction. As a member of this incredible team you are an energizing person, not only with your work, but also your work ethic and style. You are flexible and have the ability to think beyond your role or portfolio, to ensure the success of the program and those you work with.

This role includes…

• Administrative support to the Partial Hospitalization Program, Intensive Outpatient Program and After Hours Program
• Greeting patients, visitors and staff
• Patient registration function: confirming/validating patient demographic, insurance (including OHIP).
• Answering the telephone responding to enquiries within scope of authority, or, directing to most appropriate person.
• Booking outpatient new and follow up appointments.
• Attending team meetings (including minute taking).
• Entering information into EPIC
• Covering for other outpatient mental health Department Administrative Assistants at the same location
• Demonstrates continuous effort to improve operations, streamline and standardize work processes, and works cooperatively and jointly to provide quality seamless patient service
• Compiles and maintains mental health monthly, quarterly and annual statistics/data in EPIC and/or Excel spreadsheet
• Engages in other administrative duties as assigned

KEY QUALIFICATIONS

• Grade 12 education combined with 2 years of community college secretarial and/or equivalent work-related experience providing office and clinical administration services including correspondence preparation, mail delivery, file management, minute taking, typing and distribution of agendas and minutes, office supply maintenance, Advanced technical skills in Windows, MS Word, PowerPoint, Outlook, Excel, MS Project, videoconference and teleconference set up (Zoom and OTN), and medical terminology knowledge
• Strong knowledge of EPIC
• Superior interpersonal and communication skills, both oral i.e. answer phones, screen, direct and handle calls; maintain voicemail and written communications
• Strong focus on patient care, utilizing a patient centered approach to managing patients and families initial experience with the department
• Strong organizational skills with the ability to prioritize tasks
• High accuracy and attention to detail when performing a wide variety of tasks
• Self-directed individual who can work independently with minimal supervision
  Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.
  To pursue this career opportunity, please visit our website: www.trilliumhealthpartners.ca
  Candidates are selected on the basis of their skill, ability, experience and qualifications.
  Where these factors are relatively equal seniority shall govern providing the successful applicant.
  Trillium Health Partners’ (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity.
  In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.
  All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.
  Trillium Health Partners is identified under the French Language Services Act.

• Administrative support to the Partial Hospitalization Program, Intensive Outpatient Program and After Hours Program
• Greeting patients, visitors and staff
• Patient registration function: confirming/validating patient demographic, insurance (including OHIP).
• Answering the telephone responding to enquiries within scope of authority, or, directing to most appropriate person.
• Booking outpatient new and follow up appointments.
• Attending team meetings (including minute taking).
• Entering information into EPIC
• Covering for other outpatient mental health Department Administrative Assistants at the same location
• Demonstrates continuous effort to improve operations, streamline and standardize work processes, and works cooperatively and jointly to provide quality seamless patient service
• Compiles and maintains mental health monthly, quarterly and annual statistics/data in EPIC and/or Excel spreadsheet
• Engages in other administrative duties as assigne