Administrative Support Clerk, Mental Health and Substance Use Services

Fraser Health•Burnaby, BC

8d•Onsite

About The Position

Fraser Health invites applications for the Administrative Support Clerk position within Mental Health and Substance Use Services. The organization is committed to planetary health, values diversity, and fosters an environment of Respect, Caring, and Trust. This role is an opportunity to join a team dedicated to providing care and support, making a significant difference in the lives of individuals and families on their journey to recovery. The Administrative Support Clerk works as a member of an interdisciplinary team, providing essential administrative support. Key duties include reception services, typing materials using word processing software, establishing and maintaining filing systems, processing various incoming and outgoing documents (mail, faxes, reports, courier documents), arranging meetings and special functions, operating office equipment, assisting with client intake, and supporting staffing coverage. The position involves handling confidential matters for multiple disciplines within the area.

Requirements

Grade 12
Office Administration Certificate
One year of recent related office/clerical experience or an equivalent combination of education training and experience
May be required to hold valid BC Driver’s License and access to a vehicle
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 45 wpm
Business writing skills
Knowledge of general office procedures
Knowledge of medical terminology
Ability to operate related equipment
Physical ability to carry out the duties of the position

Responsibilities

Provides reception services by operating a multi-line switchboard or phone, answering/directing incoming calls, taking messages, answering routine inquiries, providing general information, receiving visitors, and escalating emergent situations to the Coordinator or other areas as appropriate.
Assists with client intake by receiving referrals, scheduling and confirming appointments, obtaining client information, completing required documentation in client information systems, maintaining waiting lists, and arranging transportation. Refers potential crisis/emergent situations to clinical support staff immediately.
Types material such as correspondence, reports, and documents using various word-processing software and computerized systems, including inputting client information, maintaining registers, and transcribing. Prepares informational/resource packages, updates content, photocopies and collates materials for distribution, and keeps facility manuals and reference materials current.
Collects data from various sources, enters data into computerized systems, ensures data is up to date, gathers, compiles, retrieves information, and prints related reports.
Sets up and maintains client and administrative filing systems according to confidentiality policies, including 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 receiving, recording, date stamping, sorting, distributing, and preparing outgoing mail. Signs for receipt of packages and shipments.
Arranges meetings/special functions by booking rooms, arranging catering, contacting personnel, sending invitations, typing and circulating notices/agendas, and recording and distributing minutes.
Maintains levels of stationary, office supplies, office equipment, and resources by placing purchase orders, receiving supplies, checking invoices, storing and distributing supplies, and contacting suppliers.
Operates office equipment such as photocopiers, shredders, and fax machines, performs minor maintenance, and refers further maintenance to the Supervisor.
Assists with timekeeping functions by gathering hours worked, coding hours into the payroll system, forwarding to Payroll upon approval, reviewing verification reports, identifying discrepancies, and answering staff inquiries.
Performs general staffing functions such as calling in relief staff, assisting with staffing schedules, and booking casual staff.
Coordinates off-site storage of records and archives by maintaining databases, completing paperwork, arranging shipments, and assisting staff with retrieval, filing, and purging of files.
Maintains a petty cash account by receiving, recording, checking, and balancing cash collections, and receiving and issuing receipts.
Contacts manager or supervisor and informs of building maintenance and repair requirements as required.
Performs other related duties as assigned.