Administrative Support covers both Receptionist and Detox Unit Clerk positions as required.
The Receptionist position is a moderately complex secretarial, clerical and receptionist work, which requires exercise in good judgment and frequent independence of action. The receptionist is responsible for reception, typing and record keeping duties.
Key Duties and Responsibilities of Receptionist
Answers the telephone dealing with general inquiries, crisis calls, redirecting calls to appropriate departments.
Booking of client appointments for the counselling program.
Relays accurate and timely messages to staff as needed.
Receives clients and general public; responds to general inquiries from the public.
Performs all duties requested by the Executive Director.
Community Support Call Outs as required.
Maintains alphabetical and subject filing system.
Maintains supply of intake packages for all programs.
Maintains supply of agency brochures.
Requests required information for new clients and enters data
Sorts and distributes incoming mail, prepares out going mail.
Performs data entry responsibilities and prepares monthly stats for all agency programs.
Maintains form filing system including photocopying of forms as needed.
Responsible for typing, mail outs etc. as required for other departments as time permits.
The Detox Unit Clerk performs a variety of clerical duties in the detox program including admissions and discharges in collaboration with a multi-disciplinary team. The Detox Unit Clerk covers for the main Reception position as required.
Key Duties and Responsibilities of Detox Unit Clerk
Does phone assessments, screening and booking of clients in consultation with team.
Answers the telephone dealing with general inquiries, crisis calls, redirecting calls as appropriate.
Relays accurate and timely messages to clients and staff as needed.
Manages client-booking system and files; photocopying and faxing as required; relevant data entry into booking, and client tracking systems.
Assists with file review after discharge, making corrections to the AIMS form.
Provides information for clients on relevant activities and meetings.
Maintains an inventory of supplies such as linen.
Relieves receptionist, performing specific duties as directed.
Sessional Billing for Phoenix Centre Physicians
Administrative Support Qualifications: Education, Training and Experience:
Grade 12 graduate and applicable certificate/diploma in area of office administration
Good knowledge of office procedures and business machines including multi-line phone systems.
Excellent computer skills with working knowledge of software applications in MicroSoft office
Basic knowledge about drug and alcohol issues.
4 years of experience with office procedures and working with the public by phone and in person.
2 years’ experience using office equipment including a multi-line phone system; and dealing with the public by phone and in person
Experience working in a multi-disciplinary team setting.
Administrative Support Skills and Abilities:
Excellent communication skills both written and verbal.
Excellent organizational skills and ability to be flexible with workload
Ability to record and key information and type accurately.
Ability to deal pleasantly and tactfully with clients and the public, sometimes under stressful conditions demonstrating non-judgmental attitude
Ability to follow direction and perform tasks independently
Demonstrated ability to take initiative.
Physical ability to perform the job.
Mental ability to deal with a demanding work environment.
Willingness and ability to learn and utilize new information.
Dependable, mature approach in dealing with others and with respect to confidentiality of information.
Understanding of medical terminology is beneficial