Office Assistant E – Outpatient Mental Health and Addictions – Full Time

Sault Area Hospital; Sault Ste. Marie; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading healthcare facility is seeking an Office Assistant to provide clerical support in the Outpatient Mental Health and Addictions portfolio. The role involves managing registrations, health records, and assisting clients. Ideal candidates will have relevant certifications and experience in healthcare administration. Strong organizational and communication skills are essential for ensuring smooth operations and collaboration with a multidisciplinary team.

Qualifications

• 2 years experience in healthcare administration, preferably mental health.
• Willingness to obtain Non-Violent Crisis Intervention Training.

Responsibilities

• Provide clerical support to clients and staff within Outpatient Mental Health Services.
• Manage waitlists, registration, and health records management.
• Assist clients with questions and needs.

Skills

Crisis Management

Organizational Skills

Communication

Education

Certificate in Health Office Administration

Diploma in Office Administration

Tools

Meditech

Catalyst

Microsoft Office

Job description

Purpose

PURPOSE: To provide clerical support to the Outpatient Mental Health and Addictions portfolio. This position primarily supports Outpatient Mental Health Services, with the flexibility to support other departments as needed. Responsibilities include managing waitlists, registration, discharge, health records management, and tracking statistics and finances. The Office Assistant ensures smooth operations by maintaining accurate records, completing tasks timely, and contributing to overall productivity. Daily tasks include data entry, report creation and submission, inventory management, supply ordering, client appointment assistance, and providing initial support via Mental Health First Aid during crises. This role involves collaboration with a multidisciplinary team including physicians, nurses, allied health professionals, the MH&A leadership team, and other hospital staff.

Duties

1. Provide clerical support to clients and staff within Outpatient Mental Health Services, the Locum Psychiatric Consultation Clinic, and other programs as required.
2. Participate in, document, and distribute minutes for weekly triage and team meetings concerning client needs, transfers, discharges, and admissions.
3. Monitor and respond to emails throughout the day, completing tasks as instructed.
4. Distribute bus passes and taxi slips as needed.
5. Schedule new client intakes, register them into Meditech and/or Catalyst.
6. Discharge clients and organize their health record charts.
7. Order and restock supplies as needed.
8. Handle phone calls and return messages promptly.
9. Assist clients with questions and needs.
10. Fax, copy, create documents and spreadsheets.
11. File and maintain both paper and electronic health records and filing systems.
12. Greet and assist clients, family members, contractors, and other visitors at the entrance.
13. Collect and report data for Ministry reporting and program funding.
14. Submit work orders for maintenance, IT issues, and safety concerns.
15. Serve as the departmental Health & Safety representative, conducting monthly inspections and documenting them.
16. Prepare and send letters to clients and care partners.
17. Update client health cards with the Ministry of Health.
18. Manage invoices and financial documentation.
19. Distribute and input Ontario Perception of Care Surveys.
20. Coordinate with housekeeping for room cleanliness and supply needs.
21. Perform other duties as assigned.

Qualifications

• Certificate in Health Office Administration, Diploma in Office Administration, or equivalent experience, preferably in healthcare.
• Non-Violent Crisis Intervention Training Certificate or willingness to obtain.
• Mental Health First Aid certification or willingness to obtain.

Experience

• At least 2 years of experience in healthcare administration, preferably in mental health or addictions.
• At least 2 years of customer service experience.

Knowledge, Skills, and Abilities

• Ability to handle phone, message, or in-person crisis situations related to mental health and addictions, including wellness checks.
• Experience with Electronic Medical Records systems.
• Knowledge of hospital software such as Meditech, Catalyst, etc.
• Ability to meet deadlines and work efficiently.
• Proficiency in Microsoft Office, fax, photocopying, and communication tools.
• Strong organizational and time management skills.
• Ability to work independently and adapt to a dynamic, high-paced environment.
• Understanding of medical and mental health terminology.
• Commitment to confidentiality and adherence to PHIPA.
• Demonstrated professionalism aligned with hospital values and standards.

Note: Responsibilities and qualifications may evolve; other duties may be assigned as needed. Selection will be based on experience, qualifications, and interview/testing outcomes.