The Administrative Assistant/Scheduling Clerk is responsible for:
- Coordinates staffing for all home care clients.
- Finds staff replacements for “sick calls”, vacation relief or other unexpected absences
- Maintain accurate records of shift schedules
- Organize and manage health information within clients’ medical records with accuracy for easy retrieval.
- Manages incoming medical documents and distributes information to the appropriate department(s) or individual(s) in a timely manner.
- Organizes and maintain forms, office stationary, and ensures office equipment is operational by collaborating with designated manager/supervisor. Manages ordering weekly office supplies as needed.
- Complies with organizational policies and procedures, Supportive Living/ Home Living health service standards, accommodation standards, and relevant legislation and regulations.
- Responds and reports all concerns and complaints from residents, families and staff to the Program Manager/Site Supervisor in accordance with the concern resolution process.
- Ensures cost-effective use of resources on assigned unit or site.
- Maintains accurate and current staff list
Administrative Assistant – Provides professional, accurate administrative support.
Typing of letters, ensure electronic files are maintained
General clerical duties – faxing, photocopying, shredding documents
Assists with various projects as required
Greets public and residents (in person or by phone), answers and re-directs calls and responds to general questions and requests for assistance
- Promote a safe environment for residents, team, family members, co-workers and self.
- Reports unsafe conditions within the living and working environment. Takes required action to decrease the risk of injury immediately and/or notifies immediate supervisor.
Avoid unsafe work practices and provide feedback and support promptly to team members involved in unsafe working practices.
Utilize the reporting process for Employee Injury and Hazardous conditions and resident unusual incidents.
Actively participates in fire drills and understands fire, WHMIS, Musculo- skeletal injury prevention, and general safety procedures.
Demonstrate knowledge of and adhere to infection control policies and procedures
Actively participate in meetings, and in-services.
Identify ongoing learning needs for self.
Attend relevant workshops, seminars and conferences and apply learning to workplace.
Demonstrates commitment to learning new skills, methods and ideas, and to broaden experience through work on projects and committees.
- Attend mandatory training and continuing education programs as required.
- Actively supports, promotes and implements the mission, vision, values and strategic directions of Care at Home Trust.
Minimum Recruitment Standards
- Medical Office Administrative Assistant Certification or equivalent.
- Medical experience in hospital or medical office settings preferred.
- Knowledge of basic computer programs is essential. Other computer software applications will be an asset.
- Knowledge of basic medical terminology.
Two years previous experience in a general administrative support position.
Previous experience working in a staffing office is an asset.
Knowledge of computer staffing programs is beneficial. Understanding of staffing patterns for Home Care is an asset.
Experience working with the elderly, chronically ill or the disabled is an asset.
KNOWLEDGE, SKILLS AND ABILITIES
Ability to maintain confidentiality.
Ability to work as a member of a multidisciplinary team.
- Excellent, teamwork, customer service and ability to assess work needs, prioritize and adapt to changing routines and multi-task.
Good body mechanics and lifting/transferring techniques.
A demonstrated commitment to the mission, values and beliefs of Care at Home Trust.
Courtesy, caring and respect for residents, families, visitors, medical staff, co-workers, supervisors, and other members of the multidisciplinary team.
Awareness of accident and injury prevention, hazard identification and control; adherence to safe work practices and procedures; responsibility for maintaining wellness and reduced absenteeism.
- Strong organizational skills are required in this position.
- Maturity and ability to deal effectively with the demands of the job.
Presentation of a positive image of the organization in the community.
Requires the ability to understand and assess the needs of residents
Requires readiness to respond to emergent situations as required.
- Computer skills including but not limited to MS Office, MS Excel.
- Effective written and oral communication skills.
Job Type: Full-time