Clinic Secretary/Clerk (Gr6)

The University of British Columbia; Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established institution is seeking a Clinic Secretary/Clerk to provide essential administrative support within Counselling Services. This role involves managing front desk operations, scheduling appointments, and ensuring a seamless experience for students seeking help. The ideal candidate will possess strong interpersonal skills, a commitment to equity and diversity, and the ability to thrive in a fast-paced environment. Join a community dedicated to shaping a better world and supporting students in their journey of discovery. If you're passionate about making a difference and enhancing student well-being, this opportunity is perfect for you.

Qualifications

• Requires strong interpersonal skills and the ability to respond to distressed students.
• Experience in customer service and data management is essential.

Responsibilities

• Provides front desk reception services and manages appointment scheduling.
• Handles complex customer inquiries and maintains confidential records.

Skills

Interpersonal Skills

Analytical Skills

Customer Service

Data Entry

Crisis Intervention

Education

High School Graduation

Two-Year Post-Secondary Diploma

Medical Office Assistant Training

Tools

Database Management

Statistical Reporting Tools

Job description

Clinic Secretary/Clerk (Gr6)

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 4 (Gr7)

Department

Administrative Support | Counselling Services | Student Health and Wellbeing | VP Students

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

February 20, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

This position performs a full range of front desk reception services and processes for Counselling Services including working with UBC's community to best meet students' needs through Early Alert, appointments, and providing referral information as appropriate; appointment scheduling; phone inquiries; data entry and file management. The incumbent provides administrative support for Counselling Services staff and has responsibility for a wide range of general office administrative functions. Duties range from complex to routine and include maintaining a highly confidential client record-keeping system, correspondence, communications, project tracking and coordination, organizing meetings, and supplies ordering.

This position requires a thorough knowledge of counsellors' activities, as well as campus resources. Also requires good judgment, the ability to work independently in a complex and high-paced environment, a high level of interpersonal skill, the ability to respond with tact and sensitivity to highly distressed students, and the ability to make decisions at times of high stress using analytical and situational methods. This position requires the ability to successfully manage a large amount of administrative responsibility while responding in a calm, caring, and professional manner to student needs.

Work Performed

1. Coordinates work processes, establishes work schedules and priorities, and resolves complex issues.
2. Provides excellent, seamless and accessible reception service, and provides customer service to clients as required.
3. Works collaboratively within a service team context to ensure high standards of service provision.
4. Handles complex customer service complaints or inquiries, and implements corrective actions or identifies processes and systems that require improvement.
5. Responds consistently in a calm, caring, and respectful manner to students presenting with a wide range of levels of distress and complexity of concern.
6. Multitasks effectively in a very high-paced work environment.
7. Determines the urgency of requests for services and works closely with the Clinical Coordinator to manage smooth flow of clients in drop-in periods in order to maximize students' access to resources.
8. Schedules counselling appointments and maintains an integrated scheduler/database and file management system for all client contacts.
9. Registers students for group and psychoeducational programs.
10. Responds to requests for information, schedules appointments for clients, assists with crisis intervention, and connects clients with appropriate clinical resources/staff.

Administrative Support

1. Performs data processing and prepares statistical reports.
2. Tabulates responses from evaluation forms, aggregating responses and developing summary evaluation reports for outreach, group, and workshop programs.
3. Prepares service and program activity reports.
4. Ensures that reception and waiting room space are well maintained ensuring that office supplies and information materials in pamphlet displays are stocked.
5. Maintains bulletin boards and distributes brochures within the campus community.
6. Participates in the development of office procedures.
7. Maintains photocopiers, printer, and video equipment. Performs routine repairs and calls for service when required.
8. Maintains the schedules of counselors and trainees.
9. Organizes and arranges meetings, facilities, workshops and other functions.
10. Educates new staff about current office procedures and operations.

Communications

1. Screens and responds accurately to a variety of inquiries and provides referral information for students as appropriate.
2. Develops and maintains the community referral database.
3. Develops and maintains a correspondence tracking system.
4. Obtains and discloses confidential and sensitive information as appropriate.

General

1. Ensures that office operations are effective and meet or exceed University and professional guidelines.
2. Performs other duties as related to the requirements and qualifications of the position.

Minimum Qualifications

1. Willingness to respect diverse perspectives.
2. Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

1. High School graduation and two-year post-secondary diploma.
2. Medical office assistant training and experience an asset.
3. 4 years related experience or the equivalent combination of education and experience.
4. Diploma in medical administration preferred.
5. Effective oral and written communication, interpersonal and organizational skills.

About Us

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail].