Detailed Overview
Under the supervision of the Office Coordinator or designate, the Office Assistant / Receptionist provides clerical, stenographic and receptionist services for Mental Health Services.
Responsibilities Provides reception service by answering telephones, taking information and transferring calls to appropriate staff in accordance with client or agency requests.
Maintains master appointment books for all staff. Provides front-line screening service by taking appropriate information by telephone and over the counter contact;
records and processes same, and assesses situation(s) to determine degree of urgency on each new referral and then relates information to on-duty intake worker.
Provides routine information to clients and general public that includes appointments, telephone numbers of other services, pamphlets, etc;
attends to clients in the waiting room. Provides typing and clerical services to the Mental Health Centre staff, particularly in relation to client information by typing routine correspondence, psychiatric and psychological assessments, consultation reports, minutes of meetings, and transcription from dictaphone and hand written notes.
Obtains general intake information (history) on referrals and appointments, etc. Gathers and processes client information forms, etc.
in order to register and discharge files as required; ensures client record security. Maintains office files by filing reports and correspondence pertinent to client files;
files client files daily and performs general filing duties; retrieves files daily for appointments; gathers and maintains information for statistics, as required.
Sorts incoming mail and prepares outgoing mail daily; arranges for courier delivery / pick-up. Sets up appointments and arranges meetings, as required.
Records leave management information. Photocopies, faxes delivers reports and orders supplies, as required Performs other related duties as assigned.
Qualifications Education and Experience Grade 12, plus completion of a recognized Medical Office Assistant certificate plus one year's recent, related experience or an equivalent combination of education, training and experience.
Skills and Abilities Ability to type 45 wpm. Knowledge of medical terminology. Ability to operate multi-line switchboard.
Ability to communicate effectively both verbally and in writing. Ability to deal effectively with others. Ability to plan, organize and prioritize work.
Ability to operate related equipment using a variety of software applications. Working knowledge of general office practices and procedures and their application.
Comprehensive knowledge of relevant acts, regulations, programs, policies and procedures. Physical ability to perform the duties of the position.
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