Office Clerk/Receptionist

Detailed Overview

The Office Clerk / Receptionist provides secretarial and clerical support to the assigned team by performing reception duties and typing material such as correspondence, memoranda, minutes of meetings and reports such as psychiatric / psychological assessments and consultation reports from rough draft, general instruction and / or recording devices.

In addition, the Office Clerk / Receptionist assists with client intake, schedules and confirms client appointments, sets up and maintains client and administrative filing systems, arranges meetings / special functions as directed, processes incoming and outgoing mail and performs timekeeping duties as assigned.

Responsibilities Performs reception duties including operating a multi-line switchboard or phone, directs calls, receives and relays messages, receives and directs visitors and responds to in-person and telephone inquiries by providing information of a general nature.

Determines whether an emergent situation exists and refers to appropriate areas. Contacts other hospitals / organizations to obtain information as required.

Types material such as correspondence, memoranda, minutes of meetings, documents and reports including psychiatric / psychological assessments and consultation reports from rough draft, general instruction and / or recording devices, using various software applications such as word processing, spreadsheets, graphics, and databases.

Performs data entry duties including collecting data from various sources, entering data into relevant computerized systems and maintaining relevant registers.

Gathers, compiles, and retrieves information as required and prints related reports. Prepares various informational / resource packages by designing, updating, photocopying and collating packages / brochures for distribution to clients and or families.

Assists with client intake by obtaining client information, completing required documentation and liaising with information sources to obtain additional client information.

Schedules and confirms client appointments and maintains waiting lists. Sets up and maintains client and administrative filing systems in accordance with established policies and procedures.

Arranges meetings / special functions as directed including booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, circulating notices and / or agendas and recording and distributing minutes.

Processes incoming and outgoing mail, faxes, reports / records and 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. Maintains levels of stationery, office supplies and resources according to pre-determined levels by methods such as photocopying, completing requisitions for signature and forwarding approved requisitions to appropriate personnel.

Operates office equipment such as photocopiers, shredders and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges.

Performs timekeeping duties including tracking hours worked, coding hours into payroll system and forwarding to payroll upon approval.

Reviews verification reports, identifies discrepancies and answers inquiries from staff. Performs other related duties as assigned.

Qualifications Education and Experience Grade 12, Office Administration Certificate, one year's recent, related experience or an equivalent combination of education training and experience.

Skills and Abilities Knowledge of general office procedures. Knowledge of medical terminology. Ability to communicate effectively both verbally and in writing.

Ability to plan, organize and prioritize work. Ability to work independently and in cooperation with others. Ability to establish and maintain rapport with clients.

Ability to operate related equipment. Ability to type at 45 wpm. Physical ability to carry out the duties of the position.