Administrative Support 09 - Bilingual English and French

St. Joseph's Healthcare Hamilton•Hamilton, ON

1d•Onsite

About The Position

Ontario Structured Psychotherapy (OSP) aims to increase access to publicly funded, evidence-based Cognitive Behavioural Therapy (CBT) and related approaches for Ontarians with depression, anxiety, and anxiety-related conditions. Ontario Structured Psychotherapy West Region (OSP West) is jointly operated by St. Joseph’s Healthcare Hamilton (SJHH) and St. Joseph’s Health Care London. For this position, the successful applicant will be employed by SJHH. This position provides administrative support services within the OSP West program. The incumbent will work in collaboration with the OSP West centralized intake team to support screening, intake, triage and referral management.

Requirements

Grade 12 diploma or equivalent, and a minimum of a two-year College diploma in Office Administration - Health Services
Minimum of 2 years’ experience providing administrative support within a busy, multidisciplinary Mental Health Care facility, with demonstrated knowledge of the Mental Health Act
Intermediate level of skill in MSWord, MSExcel and PowerPoint
Clerical testing may be required as part of the selection process
Medical terminology certificate
Ability to communicate effectively and tactfully, both in person and by telephone
Ability to perform well as a contributing member of a team
Good organization skills, with ability to set own priorities and work with minimal supervision
Maintain excellent interpersonal relationships while handling multiple tasks, frequent interruptions and stressful situations
Demonstrated commitment to the values of Service, Responsible Stewardship, Community Responsiveness and Respect
Good work performance and attendance record is essential
Bilingual (English/French) fluent in both verbal, reading & written forms

Responsibilities

Receive incoming referrals from various pathways (e.g. email, fax, telephone, e-Referral network, webform) and referral sources (e.g. primary care providers; PCPs, other healthcare/non-healthcare providers and self-referrals).
Review incoming referrals for completeness and initial suitability for OSP based on standardized eligibility criteria; consult with intake team if initial eligibility is unclear. Transcribe referral data into appropriate databases (e.g. referral management tool, measurement-based care tool).
Set up and enter client information into the electronic medical record.
Receive, prioritize and respond to general inquires by fax, telephone, email etc. and collaborate with the intake team to ensure accurate/timely communication of information (including providing information about emergency/crisis services, as required).
Submit requests for service (e.g. setting up new staff), maintain departmental calendar, schedules and general email account.
Schedules client appointments and makes telephone reminder calls for next day appointments.
Support and/or facilitate the secure transfer of clinical information to/from/within OSP West network and other OSP services (e.g. BounceBack).
Monitor and maintain office supply inventory and facilitate purchase orders for supplies and equipment.
Coordinate dates and times for staff meetings and/or trainings. Take minutes, compose/distribute agenda, invite attendees, arrange room bookings, set up equipment.
Provides support to other administrative support staff as required and assists with other activities assigned by the Manager.
Remains alert regarding client, patient and family activity and ensures that work area is maintained in a safe, organized and presentable way at all times.