Administrative Clerk, Looking Glass Residence

Job Summary :

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

As the first point of contact for Looking Glass Residence, the Administrative Clerk performs a variety of reception, clerical and typing functions in support of the delivery of resident care including greeting and receiving visitors, answering / directing incoming calls and email correspondence, typing technical and non-technical material utilizing word processing software, arranging meetings and appointments as directed by the Operations Manager, and setting up and maintaining filing system(s).

Duties / Accountabilities :

1.Performs receptionist duties such as answering / directing incoming calls and email correspondence for program staff, taking messages, answering routine inquiries and providing information of a general nature, and according to established procedures, receives and logs in visitors including delivery and service personnel and inspectors.

2.Sets up and maintains filing and distribution systems for a variety of records and files such as manuals, correspondence, worksheets and reports by methods such as creating and labeling files and filing material as appropriate.

3.Maintains resident charts as per established procedures by methods such as stamping and assembling charts and related materials and filing reports.

Checks and assembles charts for discharge and maintains archived resident charts.

4.Performs a variety of clerical duties such as, typing and distributing a variety of technical and non-technical materials such as reports, lists, forms, correspondence, meeting minutes and resident and staff information by using word processing and spreadsheet programs.

Maintains key inventory process ensuring accurate records of keys and holders of keys are kept up to date.

5.Maintains patient incidental accounts, billing and reconciliation including private patient advance monthly billing, public patient per diems and advance billing and monthly reconciliation of drug store accounts.

Follows up as required and sends out reminders as appropriate. Reports regularly to Operations Manager of any billing issues.

6.Receives, checks and deposits clients' valuables for safekeeping; returns valuables in accordance with established policies and procedures; maintains related records.

7.Performs a variety of timekeeping functions such as maintaining timekeeping and attendance records, reporting absences, tracking vacation entitlements and vacation taken, monitoring timesheets and reporting discrepancies.

Receives requests for vacation and leaves of absence and forwards to appropriate authority for approval.

8.As directed, updates content on program website, including preparation of documents, updating and adding contact information and links as per established procedures.

9.As directed, schedules meetings, books meeting rooms, types and circulates notices and agenda. Records, transcribes and distributes notes or minutes of meetings.

10.Maintains levels of office supplies and equipment by performing duties such as monitoring supplies and forms, arranging for repair and / or maintenance of office equipment and furniture, completing printing and purchase requisitions for authorization or signing as delegated, receiving material and ensuring invoices are authorized and submitted for payment according to established procedures.

11.Performs other related duties as assigned.

Qualifications :

Education, Training and Experience

Grade 12, successful completion of a recognized accounting course and two years' recent related experience or an equivalent combination of education, training and experience

Skills and Abilities

• Ability to keyboard at 45 to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to organize work.
• Ability to operate related equipment.
Il y a 8 jours