Clerk, Mental Health and Substance Use Services

Fraser Health•Surrey, BC

2d•Onsite

About The Position

This position provides administrative support within the Mental Health and Substance Use Services (MHSU) program at Fraser Health. Reporting to the Coordinator, the Clerk is a member of the interdisciplinary team and performs a variety of administrative duties to support client care and program operations. The role involves reception services, document processing, record keeping, meeting arrangements, client intake assistance, and general office support. The position deals with confidential matters and requires adherence to policies and procedures designed to protect client information.

Requirements

Grade 12 education.
One year of recent related office/clerical experience or an equivalent combination of education, training, and experience.
Ability to communicate effectively both verbally and in writing.
Ability to deal effectively with others.
Ability to exercise sound judgment.
Ability to organize work and establish workload priorities in collaboration with others.
Ability to take initiative.
Ability to work independently and in collaboration with others.
Ability to type 40 wpm.
Ability to use applicable computer equipment and software.
Working knowledge of general office practices and procedures and their application.
Comprehensive knowledge of relevant acts, regulations, programs, policies and procedures.
Valid BC Driver's License and access to a vehicle.
Physical ability to perform the duties of the position.

Responsibilities

Provides reception services including operating a multi-line switchboard, answering/directing calls, taking messages, answering routine inquiries, receiving visitors, and escalating emergent situations.
Types correspondence, reports, and documents using word processing software, inputs client information, maintains registers, and transcribes from dictaphone.
Prepares and updates informational/resource packages for patients and families, and keeps facility manuals current.
Collects, enters, and maintains data in computerized systems, and retrieves information and prints reports.
Sets up and maintains client and administrative filing systems, ensuring confidentiality.
Receives, logs, and forwards Freedom of Information and Consent for Release of Information Requests.
Processes incoming and outgoing mail, faxes, reports, and documents, including signing for packages.
Maintains levels of office supplies and resources by completing requisitions.
Operates and performs minor maintenance on office equipment such as photocopiers, shredders, and fax machines.
Assists with client intake by receiving referrals, scheduling appointments, obtaining client information, completing documentation, maintaining waiting lists, and arranging transportation.
Assists with timekeeping functions by gathering hours worked, coding hours into the payroll system, and reviewing verification reports.
Arranges meetings and special functions, including booking rooms, arranging catering, contacting personnel, sending invitations, and recording/distributing minutes.
Performs general staffing functions such as calling relief staff, assisting with schedule maintenance, and booking casual staff.
Coordinates off-site storage of records and archives, including maintaining databases, completing paperwork, arranging shipments, and assisting staff with file retrieval, filing, and purging.
Maintains a petty cash account, including receiving, recording, checking, and balancing cash collections.
Performs other related duties as assigned.