Team Assistant

Tobermory; Kamloops; On-site; CAD 55,000 - 62,000; Full time

Benefits offered by this job

Competitive benefits

Professional development opportunities

Career advancement opportunities

Job summary

BC Public Service in Kamloops, BC is seeking a Team Assistant to join a busy, multi-agency environment. This full-time regular position entails strong administrative support, files handling, court document preparation, and liaison duties with families and professionals.

The role requires a secondary school diploma, 6 months of related experience, and proficiency with Microsoft Office and case management systems. A Criminal Record Check will be required.

Qualifications

• Secondary School graduation (Dogwood or GED) with 6 months of related experience.
• Equivalent combination of education and experience accepted.
• Experience using Microsoft Office applications and case management/database tools.
• Strong customer service, professional conduct, and ability to work independently or in a team.
• Preference for experience with vulnerable children and families and MCFD applications.

Responsibilities

• Arrange supervised access for children in care and schedule visits with service providers.
• Photograph clients for records as directed by staff.
• Coordinate with other ministries and agencies to initiate services.
• Research policies, RCMP numbers, and related forms for child services files.
• Respond to case-specific calls when staff are unavailable.
• Provide families with information on procedures governed by legislation and policy.
• Coordinate activities with caregivers and arrange meetings.
• Receive anxious clients and respond to routine caregiver requests.
• Inventory child possessions and provide non-clinical information.
• Review correspondence and screen for action; compile court documents as needed.
• Explain court processes to children and families; assist with Public Trustee needs.
• Process documents including purchase forms and medical coverage applications.
• Ensure referral documentation is completed and filed with resources.
• Update management information systems with client involvement data.
• Verify identification for imprest items and manage distribution with signatures.
• Transcribe recordings and prepare documents; proofread for errors.
• Notify staff of emergencies and manage records, including offsite storage.
• Assist with training administrative staff and provide general office support.

Skills

Customer service

Interpersonal skills

Independent work

Team collaboration

Education

Secondary school graduation

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Case management software

Job description

BC Public Service situated in Kamloops, BC V2H 1B7 CA is currently looking for applications for the role of Team Assistant who is a self-motivated individual with excellent interpersonal skills. The selected candidate must start work promptly. The available position is for a regular or full time job.

Employer Name: BC Public Service
Position: Team Assistant
No. of vacancies: 2
Salary: $54,684.22 – $61,647.97 annually
Employment type: Regular, Full-time
Location: Kamloops, BC V2H 1B7 CA (Primary)

• The candidate will be responsible for arranging supervised access for children in care by contacting the agency that provides the service and scheduling the visit supervisor.
• The candidate will be responsible for taking photographs for record purposes as directed by professional staff, such as I.D. photos of clients to be attached to their files.
• The candidate will be responsible for working with other ministries and agencies as required to initiate services and resolve problems.
• The candidate will be responsible for researching and locating material, including policies and procedures for a child’s change of name, RCMP numbers for victim assistance claims, and library research.
• The candidate will respond to case-specific telephone calls when the case professional staff is out of the office.
• The candidate will be responsible for providing families with general information about procedures governed by various legislation and related ministry policy.
• The candidate will be responsible for coordinating activities with care givers and arranging meeting appointments involving the care giver and child.
• The candidate must respond to client calls at the direction of professional staff, including routine requests from a care giver.
• The candidate must receive anxious clients and respond to non-mandated calls as required, including sitting with them for support while they await commencement of a meeting and responding to routine requests from a care giver.
• The candidate must take inventory of the child’s possessions and provide or obtain non-clinical information.
• The candidate must review incoming and outgoing correspondence as required and screen it for further action.
• The candidate must provide input on clients and report interactions with Children In Care, clients, or care givers.
• The candidate must complete and compile court documents at the direction of professional staff or independently for their approval and signature.
• The candidate must serve routine court documents at the direction of professional staff by handing them to the appropriate person on premises.
• The candidate must explain the court process to children, youth, and families.
• The candidate must assist with Public Trustee requirements.
• The candidate must process a variety of documents and/or contracts, including purchase documents, taxi orders, applications for medical coverage for child services files, and updated medical forms.
• The candidate will be required to ensure that referral documentation has been completed, printed, and passed to the appropriate resource while retaining a file copy when a child/youth comes into care or changes resources.
• The candidate must search the management information system for the client’s previous/current ministry involvement and update the electronic database.
• The candidate will be responsible for verifying the identification of individuals for the release of imprest cheques, bus passes, tickets, and purchase authorizations, printing and recording imprest cheques, ensuring the appropriate signature, voiding items when necessary, monitoring distribution, and advising the worker when items are not picked up.
• The candidate must transcribe material from Dictaphone recordings, handwritten or edited copy, and keyboarded material to produce a variety of documents, proof-read documents, and correct errors, including correspondence, minutes, forms, reports, court documents, statistical tables, chronological records, spreadsheets, and presentations.
• The candidate must notify or alert appropriate staff of emergency situations.
• The candidate must carry out records management duties, including making, filing, and retrieving files and preparing files for offsite storage.
• The candidate must receive checks and track basic financial transactions, including contracts, invoices, budget spreadsheets, and personnel documents.
• The candidate must assist with the training of administrative staff.
• The candidate must provide general administrative and clerical support to the office as required.

Job Requirements

• The candidate must have Secondary School graduation (Dogwood, GED) and 6 months of related experience.
• The candidate will be considered with an equivalent combination of education and experience.
• The candidate must have experience working in a computerized environment using various computer applications and databases, including Microsoft Office applications such as Word, Excel, and Outlook, for word processing, spreadsheet work, data entry, email, and video teleconferencing, as well as case management or other database applications.
• The candidate must have experience providing quality customer or client service, carrying out duties, and responding to client needs in a professional manner.
• The candidate must have experience working independently and as a team member in a multi-disciplinary environment and with other professional staff, clients, and service providers.
• Preference will be given to candidates with administrative experience working with vulnerable children and families in a human/social services setting.
• Preference will be given to candidates with experience using MCFD applications, including Integrated Case Management (ICM) and/or Management Information Systems (MIS) computer applications.
• The candidate must be located in British Columbia at the time of employment.

Security and safety

• The candidate will be required to obtain a Criminal Record Check (CRC) and Criminal Record Review Act Check (CRRA).
• The candidate will have the opportunity to join a team that offers an innovative, inclusive, and rewarding workplace.
• The employer will provide reasonable accommodations across all stages of the hiring process, including during assessment and selection.
• The employer offers competitive benefits, excellent learning opportunities, and rewarding work with exciting career development opportunities.