Clerk, Mental Health & Substance Use Services

1. Types material such as correspondence, reports, and documents utilizing various wordprocessing software and computerized systems by performing functions such as inputting client information, maintaining registers, and typing hand written or general instruction and transcribing from dictaphone. Prepares various informational/resource packages by designing, updating, photcopying and collating packages/brochures for distribution to the patient and/or family.
2. Performs payroll functions as required such as maintaining time keeping and attendance records, reviewing timesheets for accuracy, entering data into computerized payroll systems, verifying input data, distributing paycheque/stub to employees and investigating and responding to employee inquiries related to payroll.
3. Collects data from various sources, enters data into computerized systems and ensures data is kept up to date. Gathers, compiles, and retrieves information as required and prints related reports.
4. Sets up and maintains the client and administrative filing system, according to policies and procedures designed to protect confidentiality for a variety of records such as correspondence, reports, minutes, directories, and personnel information by performing duties such as creating and labeling files, developing forms, indexing materials and filing.
5. Processes incoming and outgoing mail, faxes, reports/records, and internal and courier documents by performing duties such as receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup as required. Signs for receipt of packages and shipments.
6. Maintains levels of stationery, office supplies, and resources according to pre-determined levels by methods such as photocopying, completing requisitions for signature, and forwarding approved requisition to appropriate personnel.
7. Arranges meetings/special functions as directed by performing duties such as booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written drafts, and recording and distributing minutes.
8. Operates office equipment such as photocopiers, shredders, and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges. Refers further maintenance required to Supervisor.
9. Assists with client intake by performing duties such as scheduling and confirming client appointments, obtaining client information, completing required documentation and maintaining waiting lists.
10. Provides reception services by performing duties such as operating a multi-line switchboard or phone, answering/directing incoming calls for staff, taking messages, answering routine inquiries and providing information of a general nature, receiving visitors, determining whether an emergent situation exists and referring to appropriate areas.
11. Performs other related duties as required.

Qualifications

Education and Experience

Grade 12, plus one year of recent related office/clerical experience or an equivalent combination of education training and experience.

Skills and Abilities

• 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 45 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 Drivers License and access to a vehicle.
• Physical ability to perform the duties of the position.

About Fraser Health

Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka'pamux Nations and is home to 32 First Nations within the Fraser Salish region.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 48,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the work force. We strive 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.

Together, we are the heart of health care.

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