Administrative Support 07

St. Joseph's Healthcare Hamilton; Hamilton; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading healthcare provider is seeking Clerical and Reception Support for the Youth Wellness Centre in Hamilton. The role involves providing administrative and reception assistance, managing client registrations and appointments, and maintaining a supportive environment for youth and their families. Candidates should bring strong organizational skills, a commitment to excellent service, and experience in mental health settings.

Qualifications

• Minimum one year experience providing administrative support in a busy mental health setting.
• Experience working with youth and their families preferred.
• Ability to communicate in a sensitive manner with youth facing mental health issues.

Responsibilities

• Staff the reception desk at the Youth Wellness Centre, manage calls, and greet visitors.
• Schedule client appointments using electronic systems, handling confirmations and reschedules.
• Provide administrative support by processing correspondence and maintaining office supplies.

Skills

Organizational skills

Problem-solving skills

Interpersonal skills

Education

Grade 12 diploma or equivalent

One-year college business/administrative certificate

Tools

MS Word

MS Excel

MS PowerPoint

DOVETALE

PHS

Clinical Connect

Provider Portal

HEMM

Job description

POSITION SUMMARY:
This position provides clerical and reception support to the registration, scheduling and operational functions of the Youth Wellness Centre.

QUALIFICATIONS:
• Grade 12 diploma or equivalent, and a minimum of a one-year college business/administrative certificate
•A minimum of one year experience providing administrative and reception support in a busymental health and addiction program setting required
•A minimum of one year experience working with youth and their families preferred
•Medical terminology an asset
•Basic skill level in MS Word, Excel, and MS PowerPoint required
•Intermediate skill level is required for spelling and typing speed of 45wpm
•Clerical testing may be required as part of the selection process
•Proven proficiency with internal systems: DOVETALE, PHS, Clinical Connect, Provider Portal, HEMM
•Ability to maintain excellent interpersonal relationships while handling multiple tasks
•Excellent organizational and problem-solving skills
•Ability for self-initiative and independence of action
•Demonstrated ability you communicate in a sensitive and non-judgmental manner with youth with mental health and addictions concerns and their families
•Demonstrated comfort level, experience and skill working with young people and their families.
•Demonstrated commitment to the values of Service, Responsible Stewardship, Community Responsiveness and Respect
•Excellent work performance and attendance record is essential

RESPONSIBILITIES:
Some responsibilities include:
•Maintains confidentiality and release of information in accordance with hospital policy at all times
•Obligation to review and commit to applicable departmental and hospital policies and procedures at all times
•Staffs the reception desk at the YWC: greets all visitors, handles telephone calls and unscheduled visits, ensuring appropriate action according to the nature of the situation, initiating referrals and relaying messages as required
•Registers clients and schedules client appointments, confirming, canceling and rescheduling appointments as needed using the electronic registration and scheduling systems
•Receives and processes YWC referrals--this may include fielding phone calls about referral criteria, assisting drop-ins, triaging with clinical staff, researching prior psychiatric history, creating charts, filing client documentation in the appropriate charts
•Provides administrative support by typing routine correspondence, distributing mail, faxing, photocopying, emailing, scanning, and filing
•Tracks petty cash for the office
•Ensures all office supplies, housekeeping and maintenance requests are requisitioned in a timely manner. Ensures orderliness of main reception area and storage room.
•Remains alert regarding client activity and ensures work area is maintained in a safe, organized, and presentable way at all times
•Enters client data in the YWC client database as required

WAGE RATE:
Hourly - $27.70...$28.90...$30.11 (plus 14% in lieu)