Weekdays, Monday - Friday
Forensic Assessment Program B
Administrative Assistant 1
Temporary Full-Time
(Up to 12 Months)
Waypoint Centre for Mental Health Care is a 321-bed academic and teaching hospital that provides specialized mental health, addiction and geriatric care. Located on the shores of Georgian Bay, we serve some of the most complex and disadvantaged individuals in Ontario and are the sole provider of high-secure forensic mental health services in the province.
The Clinical Manager of Forensic Assessment Program B is currently seeking a temporary full-time Unit Clerk. The purpose of the position is to provide clerical services to the Clinical Manager and clinical staff of the Forensic Assessment Program, and to maintain patient/client files.
For information about funding incentives for nurses, our enhanced employee referral program, housing, orientation and other employment-related information please follow this link to our employment web page. https://www.waypointcentre.ca/get-involved/join-our-team
KEY ACCOUNTABILITIES:
- Ensures filing and integrity of patient/client records; reconciliation of admission and discharge files (e.g. obtaining signatures on forms); liaison with Clinical Information Services, especially with respect to Quality Assurance. Prepares legal certificates, patient/client notices preparation and monitoring and distribution of all legal documentation and Mental Health Act forms, (i.e. legal certificates, patient/client notices, certificates of renewal); ensures documentation is brought forward and followed as indicated in policy; forwards packages to the legally responsible person.
- Provide a variety of clerical and other support services to the Program staff and patients/clients; maintaining a system for timelines, sorting and distributing mail, photocopying, faxing, arranging for repairs, filling out pin money slips, updating policy/procedure manuals and bulletin boards, completing PRE’s for Program, support for day-to-day requests, i.e. ordering unit supplies/meals.
- Monitors census information, including admission, discharge, transfer (ADT) system; contributing to the admission process by obtaining patient/client information which may require interviewing patient/client, relatives and referral source to obtain and record data; ensuring accuracy and conformance with standards/legislation of all information obtained.
- Provides general support to Clinical Manager, i.e. preparing PR8’s, scheduling (including Program data entry), data gathering for statistics.
- Provide customer services and acting as the first point of contact to the Program; answering phone calls and greeting visitors; providing routine information to the patients/clients, relatives and others, e.g. regarding Program policies, procedures, referring calls to staff members when appropriate.
- Arranging/coordinating patient/client appointments by preparing and assembling necessary documents and making arrangements prior to making appointments for patients/clients for tests, consultations and other matters.
- Provide typing services to support the staff and work of the Program, e.g. preparing lists, labels, forms, standard letters, memos, patient/client lists.
- Participates in Program or hospital wide projects/community or work groups as requested.
- Managers have the right to assign additional duties and schedule alternate work locations based on operational requirements.
- Performs all work at all times in compliance with all hospital policies and procedures, legislation (Occupational Health & Safety Act, Fire Code, WHMIS, etc.) relevant to health and safety, security and potential risk hazards.
REQUIREMENTS/QUALIFICATIONS:
- Successful completion of a Medical Terminology course from a recognized post-secondary institution (Note: superior education including a diploma or degree in a health-related field will also be considered). - Required
- Minimum of three years recent and related experience with administrative office procedures and practices in a hospital environment preferred
- Admission/transfer/discharge criteria and procedures, and current bed availability.
- Sections of relevant legislation and policies, e.g. the Mental Health Act, Health Care Consent and Substitute Decisions and Personal Health Information Protection Acts and Criminal Code of Canada to ensure compliance when preparing and checking forms and when releasing information.
- Administrative/office procedures and practices to provide support services.
- Program areas to respond to general inquiries both orally and in writing or knowing where or to whom inquiries should be referred.
- Clinical Information guidelines.
- Word processing equipment and software packages (Microsoft Office suite, Meditech, QHR, SMART) in order to input scheduling changes, run audits/reports, produce a variety of documents, e.g. preparing lists, labels, forms, spreadsheets, patient/client lists, etc.
- Program staffing processes in order to maintain schedules and complete PR8’s.
- Analytical thinking skills to determine priorities and deadlines, which and how much information to provide in response to inquiries, keeping within hospital policy and procedures.
- Communication skills (verbal and written) in order to respond to inquiries from customers (staff, patients/clients, and the public) and to relay information.
- Interpersonal skills to maintain effective relationships with other team members and to provide customer service to patients/clients and others.
- Job requires keyboarding skills (50 wpm) and the ability to operate standard office equipment such as computer, photocopier, fax machine.
- Customer Service orientation in order to deliver a high level of customer satisfaction in the delivery of services to internal and external customers.
- Self-directed in order to work with minimal direct supervision to deliver consistent quality and timely results and meet deadlines.
- Demonstrates Waypoint’s core values of Caring, Respect, Accountability and Innovation. Proven written and verbal communication skills
- Proven ability to adapt readily to change
- Proven ability to work in a fast-paced environment
- Models and promote core ethical practice, Waypoint Values, and reflect an optimistic and positive attitude
- Preference for proficiency in French/English language skills
WHAT WE OFFER:
- Includes 6% in lieu of vacation to start and 14% in lieu of benefits OR 10% if enrolling in HOOPP
- Participation in the employee referral program
- Professional training & development opportunities for eligible staff
- Access to Waypoint’s Employee & Family Assistance Program (EFAP)
HOW DO I APPLY?
Waypoint employees apply through the Employee Self-Service portal at https://employees.waypointcentre.ca and external applicants apply to Join our Team, Career Opportunities | Waypoint by close of business (4:00 pm) on August 10, 2026, quoting Job ID WC26-190. Attach your cover letter and resume detailing why you are interested in this opportunity and how you meet the qualifications and key accountabilities specified. Waypoint does not use artificial intelligence (AI) to screen, assess, or select applicants.
