Administrative Support Clerk/unit Aide

1. Provides reception services for the designated office by operating a multi-line switchboard or phone, answering/directing incoming calls for staff, taking messages, answering routine inquiries and providing information of a general nature; receives visitors and refers to appropriate areas; assists with arranging and contacting other agencies to obtain client information, as required.
2. Sets up and maintains a filing system for a variety of records such as client records, correspondence, reports, minutes, directories and personal information by creating and labelling files, developing forms, indexing materials and filing.
3. Assists with client intake by scheduling and confirming client appointments, obtaining client information, completing required documentation, maintaining wait lists and sending information to relevant sources; inputs data and information into relevant computer system for the purpose of admitting and/or discharging clients; updates records on a regular basis, as required.
4. Types correspondence, reports and documents from rough draft, general instruction and/or recording devices by utilizing various computer software; inputs client information, maintains registries, develops templates and types from handwritten draft or general instruction; prepares various informational/resource packages by designing, updating, photocopying and collating packages/brochures for distribution to clients/families and others.
5. Provides clerical support to home support providers by ensuring payment and client care for a designated area(s); enters data into a computerized system, sends service authorization forms and related forms to the home support provider to initiate service, change service and change client care level and/or client cost, where applicable; receives and reconciles data reports against client records, identifies any discrepancies and forwards information to the designated Home Health Professional for follow up.
6. Coordinates, organizes and/or conducts hearing and vision screening in various locations; records results of screening and makes referrals as per protocols.
7. Sets up immunization clinics; maintains supply of biologicals by monitoring stock levels, compiling biological/drug orders for clinics and general practitioners, distributing biologicals, lab supplies and pamphlets, and ensuring refrigeration and transport temperatures are maintained.
8. Provides support in clinical settings by performing duties such as setting up, dismantling and cleaning rooms, weighing and measuring babies, calibrating and cleaning equipment, distribution of needle exchange as per protocol.
9. Cleans and sterilizes medical equipment and instruments in accordance with established procedures; prepares equipment and instruments for offsite sterilization; cleans and organizes supply areas and clinic rooms; clean service delivery rooms including dusting and washing shelves; cleans returned equipment and checks for repair.
10. Maintains medical equipment and supplies by performing duties such as organizing repair/maintenance of equipment ensuring bottles of solution are correctly labelled in accordance with Workplace Hazardous Information Systems; delivers supplies and equipment to and from the hospital or other supply depot, as required.
11. Arranges meetings/special functions by booking meeting rooms, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written drafts; records and distributes meeting minutes, as directed.
12. Processes incoming and outgoing mail, faxes, reports/records, internal and courier documents by receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup; signs for receipt of packages and shipments.
13. Assists others with the use of office equipment such as photocopiers, shredders, fax machines and other office software; carries out minor maintenance such as loading paper, removing paper jams, cleaning glass and changing toner cartridges; refers further maintenance required to Manager or designate for approval.
14. Maintains and compiles statistics, as required by utilizing office software to track items such as nursing assignments; prints statistical reports as required.
15. Coordinates off-site storage of records and archives; maintains records of what is stored off-site; locates offsite file and processes documentation for retrieval; completes necessary paperwork and arranges for records to be shipped to off-site storage, as required.
16. Monitors and maintains levels of stationery, office supplies, medical and pharmaceutical equipment and supplies according to pre-determined levels by completing requisitions for signature and forwarding approved requisition to appropriate personnel.
17. Receives and checks orders, restocks shelves, distributes supplies to staff as required and matches invoices and packing slips to ensure that supplies received are accurate; communicates with Home Health staff, Public Health staff, Central Stores, local hospitals and pharmacies and other health departments regarding supplies and equipment.
18. Performs other related duties as assigned.

Education and Experience

Grade 12, completion of a Medical Office Assistant Certificate and one (1) year's recent, related experience or an equivalent combination of education, training and experience.

Valid BC Driver's licence and access to personal vehicle for business related purposes.

Skills and Abilities

• Knowledge of general office procedures.
• Knowledge of medical terminology.
• Knowledge of nursing equipment including sterilization techniques and procedures.
• Ability to communicate effectively, both verbally and in writing.
• Ability to establish and maintain rapport with clients.
• Ability to work independently and in cooperation with others.
• Ability to organize and prioritize.
• Ability to type at 40 wpm.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.

Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, 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.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 48,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the work force. We strive to maintain an environment of respect, caring and trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable and culturally safe manner.

Together, we are the heart of health care.

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