Administrative Support Clerk

Full job description

Kelowna Health and Service Centre has an exciting opportunity for a Permanent Full-Time Administrative Support clerk to join their team! This position works Monday to Friday - 08 : 00 to 16 : 00, 08 : 30 to 16 : 30, 07 : 30 to 15 : 30.

Days off : Sun, Sat, STAT

This position supports case management and assessment of the Complex Developmental Behavioural Conditions assessments for the Children’s Assessment Network.

How will we help you grow?

Interior Health offers excellent benefits and many opportunities to maximize your skills. We are an organization where you have room to grow in a place where life outside of work is just as important to us as it is to you.

What we offer :

Employee & Family Assistance Program

Employer paid training / education opportunities

Employer paid vacation

Medical Services Plan

Employer paid insurance premiums

Extended health & dental coverage

Municipal Pension Plan

Work-life balance

Opportunities for career advancement

What Will You Work On?

In this role you will perform a variety of administrative support functions including :

Maintains data management software programs by performing data entry, gathering, organizing, collecting, collating and verifying information.

Issues documentation as required. Prepares statistical information by gathering and compiling data and developing charts and graphs using applicable software.

Schedules and confirms client appointments using a variety of methods, obtains client information and completes documentation as required.

Types general correspondence such as letters, memos, newsletters, forms, reports and documents. Prepares presentations using a variety of software programs.

As directed, arranges meetings, types agendas, takes and transcribes minutes and notes of meetings and disseminates. Books travel arrangements for staff as directed.

Performs reception duties such as answering telephones, receiving and relaying messages, receiving and directing visitors.

Responds to general inquiries from staff, public and others, exercising discretion in the release of information. Maintains contact directories.

Refers problems to the supervisor as required.

Receives, sorts and distributes incoming and outgoing correspondence such as faxes, mail, couriers, etc. Prepares packages for courier shipment as per IHA guidelines.

Receives and distributes materials / products to / from clients, business and others.

Performs records management duties including setting up and maintaining filing systems, indexing files and materials to be filed, preparing and archiving material.

Conducts file searches and releases information for routine requests. Refers non-routine requests to FOI coordinator.

Receives, records, checks, balances cash transactions, including receiving payments, issuing receipts and maintaining petty cash.

Makes bank deposits as necessary.

Initiates purchases via purchase card or purchase orders for supplies and checks invoices against orders; maintains inventories of supplies and forms by monitoring inventory levels, identifying requirements.

Receives orders, distributes and stores supplies. Contacts suppliers to obtain and / or provide information. Reconciles purchase card statements.

Operates office equipment such as computers, photocopiers, printers, fax machines and shredders. Carries out minor maintenance such as loading paper, removing paper jams, and changing toner cartridges.

Requisitions repair and maintenance as per local procedure.

Informs supervisor or designated authority of fleet vehicle and building maintenance and repair requirements, as required.

Performs general timekeeping functions including calling in relief staff from an established list, tracking hours worked and data entering timesheets, reviewing timesheets for accuracy.

Communicates with staff in relation to these functions.

May deal with clients who may be confused, anxious, angry or difficult, determining from information received or observed behaviors whether a crisis / emergent situations exists, and obtain immediate assistance if necessary.

Assists with orientation of staff by performing duties such as demonstrating work procedures. Provides input and feedback in relation to work procedures.

Performs other related duties as assigned.

What should your application include?

Office Administration Certificate

Valid 5 minute typing test of 40 wpm taken within the past 24 months from an accredited institution (non-supervised tests are not accepted)

Your Resume

A Cover letter stating your availability to start in a new position

If you are an experienced Administrative professional and want to be challenged in your role while working with a solid and experienced team in a wonderful working environment, Apply Today!

Education, Training & Experience :

Grade 12, a certificate from a recognized office administration certificate program, plus one year recent related experience;

or an equivalent combination of education, training and experience.

Skills & Abilities :

Ability to communicate effectively both verbally and in writing.

Ability to prioritize and organize work.

Ability to type 40 wpm.

Physical ability to perform the duties of the position.

Ability to problem solve.

Ability to work independently and in a team environment.

Ability to deal with the others in a professional manner using tact and good judgment.

Ability to perform basic mathematical calculations.

Knowledge of general office procedures and the ability to operate related equipment including computer applications.