Department Clerk - Temporary Full-Time - Education (2023-4817)

This position will directly report to the Manager, Postgraduate Medical Education.

The following are duties specific to each department.

Summary Of Duties

The Department Clerk at the Education Centre, Sunnybrook is responsible for creating a remarkable experience by helping our learners have a positive registration experience getting their hospital items, in particularly with photo ID and scrub access. The role is often the first in-person point of contact for our learners regarding photo ID and badge access and plays an essential and crucial role in the Student Services team.

The individual will work closely with Education Centre staff and deal directly with Students, Interns, Residents, Fellows, and clinical Instructors on a daily basis.

Education Centre

• Keeps inventory of printing supplies such as photo ID cards, printing ribbons, etc.
• Assigns and updates scrub access for students, residents, and fellows
• Other duties as assigned
• Maintain and update leaner database (Nirvsystem) with assigned photo ID number and track other hospital item returns and refunds.
• Provides and generates reports to the Education Centre of learners and their assigned badge ID numbers.
• Provide photo ID service on site at the Education Centre for all incoming learners
• Tracks and assigns overflow call rooms and updates Security Services
• Coordinates the observership application and registration process
• Keeps inventory of assigned photo ID, expiry of ID and restricted access.
• Assign lockers to Surgery and Anesthesia learners. Maintains appropriate documentation. Audits locker rooms every six months.
• Liaison with the Education Centre staff to print and program photo ID for all incoming learners for their Sunnybrook placement/rotation.

Fire And Security Services

• Add and deactivate security ID access.
• Other duties as assigned
• Enters card access into the key scan vintage database.
• Position will provide comprehensive support to the photo ID clerk in CG03 for cross coverage during sick days and vacation.
• Print and document id badges in the Gaurd card/ Episuite software and Security access software

Qualifications/Skills

 Post-secondary Diploma / Degree in Business or other related field required.

 Prior work experience with POWER, Nirvsystem, Key Scan Vintage Client, Gaurd Card, Marlock, Spider Alert, and Photo Id systems preferred

 Prior work experience with trainee database

 Proven ability to trouble shoot server errors, and security systems independently with minimal direction and supervision.

 Demonstrated proficiency with Microsoft Office (Word, Excel, and Outlook) mandatory

 Experience with accounting software such as SAP, Quick Book etc.

 Demonstrated organizational skills and ability to establish priorities meet deadlines and work within tight timelines with attention to detail.

Required

 Demonstrated experience in a customer service environment required

 Demonstrated effective critical thinking and strong problem solving skills

 Ability to work effectively in a fast-paced environment with frequent interruptions

 Demonstrated accuracy and efficiency required

 Typing 40 w.p.m. with maximum 5% error rate or keyboarding of 106 net keystrokes/minute

 Effective verbal and written communication skills