Administrative Support Clerk

1. Performs word processing and data entry duties by inputting client information into relevant computerized systems, maintaining relevant registers and by typing routine correspondence such as educational materials, minutes, letters, client file data and reports from rough draft, general instruction and/or recording devices using software applications such as word processing, spreadsheets, graphics and databases.
2. Assists with client intake by obtaining general and demographic information on referrals and appointments; ensures client record security and confidential handling of same; schedules and confirms clients for appointments, programs and/or services; reschedules client appointments as necessary. Maintains master appointment book for staff and physicians as necessary. Immediately notifies clinical staff when received information or observed behaviour suggests that a crisis/emergent situation exists.
3. Completes dictations by transcribing from dictaphone; distributes consultation assessment reports as indicated by the physician.
4. Orders and organizes program equipment, tools, and supplies.
5. Provides program administrative support for client referral intake process.
6. Maintains client files and data; compiles and categorizes as required to prepare a variety of statistical reports.
7. Performs record management duties including setting up and maintaining office filing system; assembles files, assigns file numbers, prepares file folders, distributes and files documents and files. Liaises with other partnership offices regarding file retrieval and return.
8. Performs reception duties such as answering calls, receiving and relaying messages, receiving and directing visitors/clients and by responding to in-person and telephone inquiries. Refers workflow problems to the coordinator/Manager or designate.
9. Arranges meetings by booking and setting up meeting rooms; maintains tidiness of program area.
10. Arranges for equipment/building service or repairs as required.
11. Receives, records, sorts and distributes incoming and outgoing mail, faxes, internal correspondence and courier documents, signs for receipt of packages and shipments.
12. Operates standard office equipment such as fax machines and photocopiers and carries out minor maintenance such as loading paper, removing paper jams and changing toner cartridges.
13. Places purchase orders with external suppliers, checks vouchers, packing slips, verifies and or obtains approvals and coordinates pick-up or delivery of equipment/supplies. Maintains petty cash.
14. Maintains a stock of office supplies in the workstation area. Maintains office manuals.
15. Performs staffing and timekeeping duties by calling in relief staff from a pre-established list, tracking hours worked and reviewing timesheets for accuracy as directed.
16. Processes service authorizations as directed.
17. Performs other related duties as assigned.

Qualifications

Education, Training, and Experience

Grade 12, Office Administration Certificate plus one (1) year's recent, related experience or an equivalent combination of education, training and experience.

Valid BC Driver's license and access to personal vehicle for business purposes.

Skills and Abilities

• Knowledge of general office procedures.
• Knowledge of medical terminology.
• Business writing skills.
• Ability to type at 45 wpm.
• Ability to communicate effectively, both verbally and in writing.
• Ability to establish and maintain rapport with clients.
• Ability to work independently and in cooperation with others.
• Ability to organize and prioritize.
• 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 48,000+ 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.

Instagram | Facebook | LinkedIn | X | Indeed | Glassdoor

IMPORTANT: Recruitment scam warning

Please be on alert for potential recruitment scams. We are aware of recent scams targeting individuals by falsely claiming to represent Fraser Health. Always take precautions when sharing personal details with unverified sources. Please note that we will never ask for money or payment at any point during our recruitment process.