DEPARTMENT INFORMATION

The Department of Health and Social Services works under the direction of the Minister and Deputy Minister, in partnership with the Health and Social Services Authorities, to support the health and wellbeing of people across the NWT through planning, development, evaluation and reporting on program and service delivery.
HSS is committed to the development and provision of quality services in such a way as to make the best use of public resources, ensure the sustainability of the system, focus on client safety and best practices and promote positive health and social outcomes. HSS strives to continually improve the health and social service system to ensure best health, best care, and a better future for the people of the NWT.

KNOWLEDGE, SKILLS AND ABILITIES

• Job requires the ability to interpret the Vital Statistics Act, the Marriage Act, Aboriginal Custom Adoption Recognition Act, Change of Name Act, Health Information Act, Access to Information Protection of Privacy Act, Adoption Act and relevant sections of the Canada Health Act to register events by assessing submitted forms, identifying deficiencies and explaining requirements of legislation to clients on the telephone, in person or in writing.
• Requires strong verbal, written and listening skills to respond appropriately to requests or inquiries from clients on a daily basis by telephone, in person, or by composing or using standard form letters.
• Job requires strong interpersonal skills to interact with clients and other staff when providing information and/or responding to inquiries and when occasionally dealing with upset and/or irate clients.
• Job requires ability to use various computer applications, in an effective and efficient manner.
• Job requires organizational skills to maintain and retrieve information quickly and efficiently.
• Job requires research and analytical skills to ascertain correct responses to requests for information.
• Job requires a solid ability to effectively maintain confidentiality.
• Job requires the ability to plan, coordinate, and prioritize workload and organize activities to accomplish assigned tasks and meet deadlines.
  Typically, the above qualifications would be attained by:
  The completion of a two-year post-secondary diploma in Management, Health Administration, Commerce or Business with minimum of two years work experience in a progressively responsible client-based office. Must be eligible to be appointed as an Issuer of Marriage Licenses and as Commissioner of Oaths in order to fulfil requirements for the Vital Statistics Section as it relates to Vital Statistics and Marriage Acts or
  The completion of a one (1) year post-secondary certificate in Management, Health Administration, Commerce or Business with minimum of three (3) years work experience in a progressively responsible client-based office or the completion of grade 12 and a minimum of four (4) years work experience in a progressively responsible client-based office.

6. Provides Record Management Skills to ensure that records are kept in an organized manner in accordance with the Vital Statistics Act, Marriage Act, Health Information Act, Access to Information and Protection of Privacy Act and various other policies, procedures and guidelines.

• Maintains current records in an up-to-date filing system as well as archiving of records following the established Records Storage Management Policy.
• Maintains current list of registered clerics, marriage commissioners and marriage license issuers.
• Prepares appointment packages for marriage commissioners, registered clerics and marriage license issuers

• Processes requests/applications for Vital Statistics documents or information in accordance with the Vital Statistics Act, Change of Name Act, Access to Information & Protection of Privacy Act, Health Information Act and various other policies, procedures and guidelines so that client requests can be dealt with accordingly.
• Initiates research by verifying that the information contained on the application/request corresponds to the vital information on file before certificates/information can be released. This information may be found through a number of different methods.
• After determining eligibility for all requests, then certificates or requests for information are processed. Otherwise, written and/or verbal correspondence is carried out to obtain missing information.

1. Issues Birth, Death and/or Marriage Certificates in accordance with the Vital Statistics Act along with various other policies, procedures and guidelines as requested by clients for the use of identification and/or legal purposes.

• Validates and ensures that all required information is received in order to process request.
• Prepares and prints birth, death or marriage certificates for the review of the Registrar General of Vital Statistics.

1. Registers and/or amends Vital Events to ensure that the vital information recorded is accurate and current in accordance with the Vital Statistics Act as well as various other Acts, policies, procedures and guidelines.

• Reviews each submitted document to ensure that all information has been provided in accordance with legislation prior to registering an event.
• Ensures that the appropriate documentation/fee is received in accordance with set policy/acts, prior to processing the amendment, for approval and signature by the Registrar General.

1. Registers Custom Adoptions and private adoptions in accordance with the Aboriginal Custom Adoption Recognition Act and the Vital Statistics Act along with various other policies, procedures and guidelines to ensure that the information recorded on the Birth Registration is accurate and current.

• Prepares correspondence to inform the public of legislation requirements concerning missing or incorrect information with respect to registrations.
• Acts as liaison between Adoption Commissioners and southern jurisdictions for all children adopted in but born outside the NWT.
• Acts as liaison with the Adoption Coordinator concerning funds required to proceed with the registration and issuance of a certificate for children born outside of the NWT

1. Performs Duties as a Marriage License Issuer and Commissioner for Oaths in accordance with the Vital Statistics Act, Marriage Act, Canada Evidence Act as well as various other policies, procedures and guidelines to ensure that licenses and documents are handled accordingly.

• Acts as a witness to legal documents by providing a signature along with the expiry date of appointment, as a Commissioner for Oaths.
• Issues marriage licenses to parties intending to marry, as a Marriage License Issuer.

1. Provides Record Management Skills to ensure that records are kept in an organized manner in accordance with the Vital Statistics Act, Marriage Act, Health Information Act, Access to Information and Protection of Privacy Act and various other policies, procedures and guidelines.

• Maintains current records in an up-to-date filing system as well as archiving of records following the established Records Storage Management Policy.
• Maintains current list of registered clerics, marriage commissioners and marriage license issuers.
• Prepares appointment packages for marriage commissioners, registered clerics and marriage license issuers.