Frontline Administrative Support Specialist

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

Benefits offered by this job

Four weeks vacation in first year

Comprehensive health benefits

Pension plan

Job summary

Fraser Health is hiring an Administrative Support Clerk in Canada to join an interdisciplinary team. The role provides reception services, manages client intake, processes mail and records, and supports staff with filing, data entry and meetings.

The position emphasizes confidentiality, accuracy, and efficient office operations, with opportunities to work across departments and assist with staffing coverage. A Grade 12 and Office Administration Cert are preferred.

Qualifications

• 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.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• Receives and logs Freedom of Information Requests and Consent for Release of Information Requests; forwards requests to appropriate staff and maintains related records.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• Maintains a petty cash account as required, such as receiving, recording, checking, and balancing cash collections, and receiving and issuing receipts in designated areas.
• Contacts manager or supervisor and informs of building maintenance and repair requirements as required.
• Performs other related duties as assigned.

Skills

Communication

Independent work

Organizational skills

Typing 40 wpm

Office procedures

Education

Grade 12

Office Administration Certificate

Tools

Microsoft Word

Microsoft Office

Job description

Fraser Health is hiring an Administrative Support Clerk in Canada to join an interdisciplinary team. The role provides reception services, manages client intake, processes mail and records, and supports staff with filing, data entry and meetings.

The position emphasizes confidentiality, accuracy, and efficient office operations, with opportunities to work across departments and assist with staffing coverage. A Grade 12 and Office Administration Cert are preferred.