Office Administrator

at  Terrace and District Community Services Society

JOB SUMMARY:

Foundry is removing barriers and increasing access to health and wellness services for young people ages 12-24 and their caregivers through a network of youth-friendly centers across British Columbia and online. At Foundry Terrace, youth can access health care, counseling, substance use support, social services such as work and education programming, peer support, groups social activities, and more, all in one place and free of charge. Foundry takes a trauma-informed and anti-oppressive approach and is a proud ally of the 2SLQBTQIA+ community.
Foundry Terrace is not a typical healthcare site and this is not your typical administrative position. The successful candidate for this role will provide administrative support to a diverse team, some of which will include Medical Office Assistant (MOA) duties. Our ideal candidate already has MOA credentials but we are willing to invest in training the right person for this role.
Working on the traditional territories of the Kitsumkalum and Kitselas First Nations, the Foundry Office Administrator promotes a welcoming, professional, and culturally safe low-barrier environment for young people, their families, visitors, and staff. This individual is the first to greet youth, in a space where young people come to connect with peers, explore creative expression, learn together, and eat together in addition to accessing formal medical, mental health and social services. This individual will be assisting youth from a variety of backgrounds with diverse needs and many different potential barriers to wellness, and therefore must display a great deal of empathy and understanding at all times.

SKILLS AND ABILITIES

· Demonstrated high level of cultural sensitivity and understanding of the client population’s cultural and socio-economic characteristics.
· Demonstrated ability to interact with vulnerable populations, including youth, in an empathetic and professional manner.
· Demonstrated ability to work constructively and co-operatively in an office setting both independently and as a team member.
· Ability to communicate effectively in writing; strong language and grammatical skills. This includes the ability to compose routine correspondence and other material, using clear, concise English.
· Excellent listening, communication, and interpersonal skills. Ability to use strong discernment, tact, and discretion.
· Ability to effectively organize, prioritize, and execute work to meet deadlines
· Ability to deal effectively, both in person or over the phone, with individuals who are sometimes agitated, angry, and/or threatening.
· Ability to work outside regular office hours including evenings and weekends.
· Advanced skills using a variety of computerized software packages such as Microsoft Office Suite
· Ability to type at 50 WPM
· Preferred: Knowledge of MSP billing processes and medical office software.
· Preferred: Knowledge of the principles and practices of medical office management
· Preferred: Knowledge of medical terminology

QUALIFICATION AND EXPERIENCE

· Completion of Grade 12
· Three (3) years recent related experience, including administrative or clerical work.
Preferred: MOA certification from a recognized institution. We are willing to provide this training for the right candidate.
We look forward to welcoming a dedicated Office Administrator who is ready to contribute positively to our team!
Job Type: Full-time
Pay: From $24.00 per hour
Expected hours: 35 per week

Benefits:

• Casual dress
• Company pension
• Dental care
• Employee assistance program
• Extended health care
• On-site parking
• Paid time off
• Vision care

Flexible language requirement:

• French not required

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Secondary School (preferred)

Work Location: In person
Expected start date: 2025-02-1

· Welcomes and provides, in office, by telephone, and by email, general and current information to clients, and the community regarding Foundry programs and other community resources. Refers inquiries as appropriate and following protocols for obtaining assistance in an emergency/crisis situation.
· Demonstrates empathy, openness, and sensitivity to all clients to assist them to feel safe and supported within the Foundry center.
· Maintains an attractive and welcoming environment in the waiting and reception areas.
· Assists with clinic and program activities by booking appointments, checking appointment lists, notifying clients of appointments, assembling and obtaining relevant client information, filling out laboratory requisitions, booking tests, and ensuring sufficient clinical, stationary, and client literature supplies are on hand.
· Schedules appointments, arranges meetings, and manages room bookings.
· Manages the telephones and answering system, including adding or modifying users and mailboxes.
· Receives intake referrals, completes documentation required for admission, and enters client information into the applicable clinical information/admitting system or client scheduling system; makes up charts from intake information. Enters consultation information such as diagnosis, tests ordered, test results etc, into the database to ensure client records are up to date.
· Registers patients using Electronic Medical Record and other data collection software.
· Ensures all patient demographics are up to date whenever they register to be seen
· Ensures that highlighted “tasks” on patient charts at registration are dealt with (eg:  fill out mental health questionnaires listed at next appointment before seen by physician or NP)
· Ensures patient flow during operating hours
· Notifies patients about specialist appointments or imaging appointments, or the need to return to clinic
· Maintains and updates confidential files and filing systems.
· Performs secretarial duties for clinic staff such as screening and prioritizing incoming clinic mail, maintaining appointment schedules, arranging meetings and participating in, meetings as required, prepares agendas and handouts, takes minutes, word processes and distributes minutes, or notes of meetings, and composes correspondence in accordance with established procedures. Also completes photocopying, faxing etc as needed.
· Provides word processing and typing support with regard to confidential materials, routine correspondence, meeting minutes, forms, etc. Required to use other related application software, computer and printer equipment, facsimile equipment, paper shredder, etc.
· Produces a variety of letters, memos, consultation reports, progress notes, agendas etc. from draft or verbal instruction using standard desktop word-processing, spreadsheet and presentation software at an intermediate level, obtains signatures, and distributes and files documents
· Compiles statistical information such as number of client visits, types of diagnosis, number of follow up visits, enters in spreadsheets, and prints monthly reports.
· Assists leadership by providing inputin the development and interpretation of administrative policies/procedures/processes and related documents. Updates manuals by word processing new policies and procedures and adding or replacing information in manuals as directed and/or drafts procedures for review and approval.
· Maintains levels of general office and clinic supplies and ensures equipment maintenance by methods such as troubleshooting office equipment problems, monitoring inventory levels, identifying requirements and/or receiving and processing requests for maintenance, ordering and/or completing requisitions as per established procedures, checking goods received with packing slips to verify order received, documenting, distributing and storing shipments.
· Delivers and disposes of supplies, biologicals, materials, and equipment by performing duties such as packaging, making arrangements for pickup and delivery, and transporting.
· Provides support in clinical settings by performing duties such as setting up and dismantling rooms and calibrating and cleaning equipment such as scales and glucometers.
· Cleans and sterilizes medical/clinic equipment and instruments in accordance with established procedures by performing duties such as preparing and changing solutions, washing and drying instruments, preparing and wrapping instruments and dressings for autoclaving, and operating and cleaning autoclave machines. Assists staff with maintaining orderliness of work areas.
· 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.
· Provides support to new staff by providing an informal overview of work area, advising staff of office procedures, and demonstrating use of various equipment.
· May perform runner duties including pregnancy tests, urine dips when needed.
· Ensures all specimens are labelled and that their requisitions are properly completed.
· Performs autoclaving if needed.
· Submits MSP Billing and prepares sessional invoices.
· Performs other related duties as deemed necessary and/or required by leadership.