Reporting to the Manager, Client Care, the Referrals Coordinator will work to support all client travel requests and appointment bookings. In addition, the Referrals Coordinator will be responsible for completing a number of administrative responsibilities to support the business.
This position will be required to work closely with Larga Baffin clients, partners and internal departments to ensure efficient and seamless scheduling for client travel and appointments.
Travel & Appointment Coordination
Arrange air travel for clients and escorts returning north
Coordinate with Medical Travel offices of the Government of Nunavut Department of Health and Social Services, as well as relevant staff of 3rd party entities to determine accurate client/escort travel and special needs information
Maintain ongoing communication with Front Office and Dispatch staff on status of clients’ arrivals/departures and upcoming appointments, as well as admissions and discharges from hospitals
Maintain ongoing communication with OHSNI (Ottawa Health Services Network) staff as needed to determine the needs of clients/escorts in terms of air travel, special needs, and/or ground transportation for upcoming appointments
Maintain Client Database (Property Management System) with accurate and up-to-date client and escort information pertaining to hospital admissions/discharges, upcoming ground transportation needs, special needs etc.
Produce client Trip Sheet daily for Larga Baffin’s Transportation department
Maintain daily Departure and Arrival Log Books, as well as hotel and hospital lists
As required, assist Client Care Coordinators in fulfilling duties such as answering phones, generating room access cards, responding to client/escort questions and concerns etc.
Notify all relevant parties when a client has been issued a warning letter or an ejection notice
Produce and maintain data-sheet for Banned individuals for monthly circulation to relevant parties
Maintain digital folder for Ejection and Warning letters
Maintain orderly paper filing system for Client records
Perform other duties and assist employees and Managers, Client Care & Transportation Services as required.
Invoicing, Billing and Statistics
Track all visitors/clients whose expenses are not covered under the regular billing system and produce separate invoices as required
Generate Invoices for regular 3rd party billing on a monthly basis i.e. billing to the Government of Nunavut.
Produce monthly NIHB (Non-Insured Health Benefits) Occupancy Report for submission to Larga Baffin’s accounting team, as well as Health and Social Services offices in Rankin Inlet
Utilize Larga Baffin’s Log books, trip sheets, room sheets, data base, driver updates, hospital admission lists to confirm client activity for billing purposes
Conduct quarterly Accounts Receivable audits and support collection activities for unpaid invoices
Keep accurate statistical data on Occupancy rates and other elements as required by Management
High School Diploma or equivalency
Two (2) years experience working in an office environment in an administrative capacity
Excellent communication skills with the ability to communicate well, both written and verbally in the English language
Strong knowledge of MS Excel, Word and Outlook
Ability to prioritize and meet daily deadlines in a busy office environment
Excellent organizational skills
Ability to make accurate observations and exercise independent judgment and action in a variety of situations (including emergencies)
Ability to work diligently under minimal supervisory oversight
Must possess a basic understanding of Inuit cultural norms
Must have the patience and maturity to tactfully and diplomatically interact with clients, visitors, and staff
Strong typing skills
Experience within a boarding/group home setting preferred
Basic knowledge or experience with accounting would be considered an asset (Accounts Receivable, invoicing etc.)
Beneficiary status with the ability to speak Inuktitut
Knowledge of transportation software is considered an asset
Larga Baffin welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.
The successful candidate must be able to obtain a recent police records check (for the vulnerable sector) with results acceptable to Larga Baffin as a mandatory condition of employment.
Priority will be given to qualified Nunavut Beneficiaries. Larga Baffin does not provide housing and is not responsible for re-location costs. We thank all applicants in advance but are only able to respond to those candidates invited to an interview.