Administrative Secretary, Mental Health

Fraser Health is responsible for the delivery of hospital and community-based health services from Burnaby to Fraser Canyon on the traditional, ancestral and unceded territories of the Coast Salish and Nlaka’pamux Nations, and is home to six Métis Chartered Communities.
Our team of nearly 45,000 staff, medical staff and volunteers is dedicated to serving our patients, families and communities to deliver on our vision: Better health, best in health care. Learn more .
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Fraser Health is proudly recognized as a BC Top Employer . Joining our team offers you opportunities to work in a rapidly growing organization with health professionals who are excellent in their respective fields, career growth and advancement, a competitive compensation package (including four weeks of vacation to start, comprehensive health benefits, and pension plan), and the rewarding opportunity to make a difference every single day in health care.
Effective October 26, 2021 all staff for all positions across health care in British Columbia are required to be fully vaccinated against COVID-19 (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines). Please note this applies to all postings, and there are no exceptions.
Fraser Health values diversity in the work force and strives 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.
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Detailed Overview
Performs a variety of administrative support duties such as word processing, data entry and record management, and typing medical reports and documents from notes and/or recording devices such as dictaphone. Answers calls, receives and directs visitors/clients; responds to general inquiries; arranges meeting rooms and conference calls; receives, sorts and distributes incoming/ongoing mail; operates office equipment; places purchase orders with external suppliers; maintains petty cash; performs general staffing and timekeeping duties; assists with client intake.
Responsibilities

• Performs record management duties such as setting up and maintaining office filing system; assembles files, prepares file folders and labels, retrieves, updates and re-files as required. Conducts file searches as required. Maintains and prepares files for any off-site storage by completing necessary forms, typing necessary listings and establishing retention periods.
• Assists with general staffing and timekeeping functions such as calling in relief staff from a pre-established list, tracking hours worked and reviewing timesheets for accuracy.
• Arranges meetings and conference calls by booking and setting up meeting rooms, contacting attendees, ordering refreshments, booking equipment required and arranging for any supplies needed. Types and circulates notices and agendas, takes, transcribes and distributes meeting minutes.
• Assists with client intake by performing duties such as obtaining information, completing documentation required for admission and liaising with information sources to obtain additional client information. Schedules and confirms clients for programs and/or services and establishes and maintains waiting lists.
• Answers general inquiries by telephone and in person from a variety of sources such as clients, doctor's offices, staff and the public and provides direction and/or general information about departmental programs and policies. Determines, from information received or observed behaviour, whether an emergent situation exists, obtains immediate care if required and refers problems to Clinical Coordinator.
• Performs word processing and data entry duties by inputting client information into relevant computerized systems, maintaining relevant registers, transcribing from dictaphone, and by composing and typing routine correspondence such as educational materials, minutes, letters, presentation materials, 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.
• Receives, records, checks and balances cash transactions, including receiving payments, issuing receipts and maintaining a petty cash account.
• Performs other related duties as required.
• Performs receptionist duties, as required. Receives and screens telephone calls and visitors, handles complaints, provides information, records messages, refers callers as required, to ensure that callers and visitors are dealt with promptly and professionally and to ensure that Freedom of Information requests are directed to the appropriate program staff.
• Performs data entry into computerized systems such as entering timekeeping information for department staff into the regional payroll system, and retrieving and distributing data from the internet. Gathers and compiles information as required such as client information and statistics including monitoring the status of client extended leaves.
• Contacts designated authority or supervisor and informs them of any building maintenance or repair requirements.
• Places purchase orders with external suppliers, receives supplies, checks invoices against orders and goods received, stores and distributes supplies and contacts suppliers to obtain and/or provide general information.
• Performs clerical duties such as faxing, photocopying, sorting, stamping and distributing mail. Prepares outgoing packages for shipping and signs for receipt of incoming packages and shipments.

Qualifications
Education and Experience
Grade 12 plus completion of Office Administration Certificate supplemented by recognized courses in medical terminology plus one year recent related office/clerical experience or an equivalent combination of education, training and experience.
Skills And Abilities

• Ability to take initiative.
• Ability to exercise sound judgment.
• Physical ability to perform the duties of the position.
• Ability to establish and maintain rapport with youth and parents.
• Knowledge of medical terminology.
• Ability to work independently and in collaboration with others.
• Working knowledge of general office practices and procedures and their application.
• Ability to communicate effectively both verbally and in writing.
• Ability to organize work and establish workload priorities in collaboration with others.
• Ability to use applicable computer equipment and software.
• Ability to type 50 wpm.