Intake coordinator Jobs in Port Moody, BC

Detailed Overview

Operates a multi-line switchboard or phone and performs various administrative support functions for an assigned area and / or program; responds and answers general inquiries related to programs of services. Responsibilities Provides reception duties such as operating a multi-line switchboard or phone and performs administrative support functions such as answering / directing calls for staff, receiving and relaying messages, answering and responding to routine or general inquiries such as request for information and / or service. Performs administrative support functions and assists with client intake and referrals by obtaining and gathering client information, completing required documentation and contacting other sources to obtain information for services / admission, as needed; schedules and confirms clients for programs and / or services; establishes and maintains waiting lists. Performs data entry for the purpose of tracking referrals and / or requests for information by inputting client information or information inquiries into a computerized database; maintains relevant registers and updates information, as required. Sets up and maintain filing systems for a variety of records such as client records, correspondence, reports, minutes, directories and personal information by creating and labeling files, developing forms, indexing materials and filing; updates client records and ensure client information is updated and completed to implement or complete the service request; types materials such as correspondence, reports and documents utilizing various computer software applications either from draft, general instruction or transcription. Works with the client and / or caregiver to determine client population and eligibility for services; completes necessary forms and sends service authorization forms to appropriate community service provider for the purpose of initiating service, changing service, changing client care or client cost. Performs records management duties such as setting up and maintaining numerical, alphabetical and subject filing systems, indexing files and materials to be filed; conducts searches for requested information, as requested. Processes incoming and outgoing mail, faxes, reports / records and other related documents by receiving, recording, date stamping, sorting and distributing mail to appropriate staff and preparing outgoing mails for pickup and / or processing; signs for receipt of packages and shipments. Receives invoices for community agencies and processes invoices by reviewing office records, comparing invoices against office records, identifying any discrepancies and forwarding invoices to the Manager for approval; follows up with community providers to resolve discrepancies and refers unresolved issue to the Manager for follow up action. Monitors office supplies and orders, as necessary; maintains levels of stationary, office supplies and resources according to pre-determined levels by completing requisitions for signature and forwarding approved requisition to the appropriate personnel. Arranges meetings / special functions by booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and / or agendas from written draft; records and distributes minutes of the meeting, as required. Operates office equipment such as photocopiers, shredders and fax machines and carries out minor office maintenance such as loading paper, removing paper jams, cleaning glass and changing toner cartridges; refers further office maintenance issues to the Manager. Performs other related duties as assigned. Qualifications Education and Experience Grade 12, plus successful completion of an Office Administration or Medical Office Assistant certificate and one year recent related experience, or an equivalent combination of education, training and experience. Skills and Abilities Ability to communicate effectively, both verbally and in writing Physical ability to carry out the duties of the position Ability to work independently and in cooperation with others Ability to operate related equipment Ability to organize and prioritize Ability to type at 60 wpm Knowledge of general office procedures Ability to establish and maintain rapport with clients Knowledge of medical terminology