Administrative Support Clerk, Mental Health and Substance Use Services

Fraser Health Authority; Surrey; On-site; CAD 36,000 - 39,000; Full time

Job summary

Fraser Health is seeking an Administrative Support Clerk to provide frontline reception, data entry, and confidential records management. You will type documents, maintain filing systems, and support timekeeping and staffing coordination as part of an interdisciplinary team.

The role emphasizes patient-centered service, organization, and adherence to privacy policies, with duties including processing mail, handling FOI requests, and assisting with meeting logistics.

Qualifications

• Grade 12 and an Office Administration Certificate with about one year of related clerical experience.
• May be required to hold a valid BC Driver’s License and access to a vehicle.

Responsibilities

• Provides reception services via a multi-line switchboard and directs callers as needed.
• Assists with client intake, schedules and confirms appointments, and maintains client information systems.
• Types correspondence and reports, maintains filing systems, and prints related documents.
• Collects data, enters it into computerized systems, and prints reports as required.
• Maintains client and administrative filing systems and confidential records per policy.
• Assists with timekeeping and payroll-related data processing as required.
• Coordinates meetings and special events, including room booking and minutes.

Skills

Communication skills

Typing 40 wpm

Organization

Independent work

Business writing

Education

Office Administration Certificate

Tools

Microsoft Word

Microsoft Office

Job description

Salary

The salary range for this position is CAD $26.42 - $28.25 / hour

Job Summary

Detailed Overview

Supporting the Vision, Values, Purpose and Commitments of Fraser Health including service delivery that is centered around patients/clients/residents and families, the Administrative Support Clerk works as a member of the interdisciplinary team and provides administrative support by performing duties such as reception services, typing material utilizing word processing software, setting up and maintaining filing systems, processing incoming and outgoing mail, faxes, reports/records and internal and courier documents, arranging meetings/special functions, operating office equipment, assisting with the intake of clients, and assisting as required with the maintenance of staffing coverage. Deals with matters of a confidential nature for several disciplines within the area.

Responsibilities

1. Provides reception services by performing duties such as operating a multi-line switchboard or phone, answering/directing incoming calls for staff, taking messages, answering routine inquiries and providing information of a general nature, receiving visitors, and determining when an issue or emergent situation requires escalation to the Coordinator or to other areas as appropriate.
2. Assists with client intake by performing duties such as receiving referrals, scheduling and confirming client appointments, obtaining client information, completing required documentation in client information systems and maintaining waiting lists, and arranging for transportation as required. From information received or observed behaviours of clients, refers potential crisis/emergent situations to clinical support staff immediately.
3. Types material such as correspondence, reports, and documents utilizing various word-processing software and computerized systems by performing functions such as inputting client information, maintaining registers, and typing handwritten or general instruction and transcribing. Prepares various informational/resource packages by updating content, photocopying and collating packages/brochures for distribution to the patient and/or family. Keeps facility manuals and reference materials current by filing updates, revisions, and additions. Ensures staff have all necessary paperwork and access to perform duties of their position.
4. Collects data from various sources, enters data into computerized systems and ensures data is kept up to date. Gathers, compiles, and retrieves information as required and prints related reports.
5. Sets up and maintains the client and administrative filing system, according to policies and procedures designed to protect confidentiality for a variety of records such as correspondence, reports, minutes, directories, and personnel information by performing duties such as creating and labeling files, developing forms, indexing materials and filing.
6. Receives and logs Freedom of Information Requests and Consent for Release of Information Requests; forwards requests to appropriate staff and maintains related records.
7. Processes incoming and outgoing mail, faxes, reports/records, and internal and courier documents by performing duties such as receiving, recording, date stamping, sorting, and distributing mail to appropriate personnel and preparing outgoing mail for pickup as required. Signs for receipt of packages and shipments.
8. Arranges meetings/special functions as directed, by performing duties such as booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written drafts, and recording and distributing minutes.
9. Maintains levels of stationary, office supplies, office equipment and resources according to pre-determined levels by placing purchase orders, receiving supplies, checking invoices against orders and goods received, stores and distributes supplies, and contacts suppliers to obtain and/or provide general information.
10. Operates office equipment such as photocopiers, shredders, and fax machine and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges. Refers further maintenance required to Supervisor.
11. Assists with timekeeping functions as required, by methods such as gathering hours worked, coding hours into payroll system and forwarding to Payroll upon approval. Reviews verification reports, identifies discrepancies, and answers inquiries from staff.
12. Performs general staffing functions as required, such as calling in relief staff from pre-established lists, assisting with the maintenance of staffing schedules and booking of casual staff.
13. Coordinates off-site storage of records and archives by performing duties such as maintaining databases of off-site file storage, completing necessary paperwork, arranging for records to be shipped to off-site storage, and assisting staff with retrieval, filing and purging of files as required.
14. Maintains a petty cash account as required, such as receiving, recording, checking, and balancing cash collections, and receiving and issuing receipts in designated areas.
15. Contacts manager or supervisor and informs of building maintenance and repair requirements as required.
16. Performs other related duties as assigned.

Qualifications

Education and Experience

Grade 12, Office Administration Certificate plus one year of recent related office/clerical experience or an equivalent combination of education training and experience.

May be required to hold valid BC Driver’s License and access to a vehicle.

Skills and Abilities

• Ability to communicate effectively, both verbally and in writing.
• Ability to work independently and in cooperation with others.
• Ability to organize and prioritize.
• Ability to establish and maintain rapport with clients.
• Ability to type 40 wpm.
• Business writing skills.
• Knowledge of general office procedures.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.

About Fraser Health

Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 50,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the work force. We strive to maintain an environment of respect, caring and trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable and culturally safe manner.

Together, we are the heart of health care.

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