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Clerical Support, Talent on Demand, North Vancouver, BC

Full Time
A month ago
Clerical Support,

Talent on Demand,

North Vancouver, BC

Are you a highly organized person with strong administrative skills? The Clerical Support maintains schedules and client charts, arranges meetings, types minutes as requested and performs a variety of other clerical duties as requested

What you'll do

  • Transcribe a variety of medical dictation including correspondence and reports to Court, Review Board, and all clinical reports, notes and correspondence according to pre-set format, protocols and deadlines by methods such as typing material from Dictaphone or handwritten notes and editing output for accuracy; forwarding completed documents to designated team members according to departmental procedures and making corrections as requested; and forwarding completed and signed reports to appropriate Court Registries and other outside agencies. Enter data into typing log in order to track completed reports.
  • Provide reception services by methods such as operating a multi-line reception switchboard, ascertaining nature of business, responding to inquiries, taking/relaying messages and/or redirecting callers to appropriate personnel, providing basic information regarding the Service mandate, greeting and responding to all clients and visitors arriving at the Clinic, and directing and notifying the appropriate staff of their presence. Document information on client files such as when a client requests to change their appointment time or if a community member phones to provide information on a client.
  • Process referrals and enter client data into computer systems, databases and other software programs under the direction of the Supervisor according to established procedures by methods such as issuing client identification numbers; ensuring that necessary documentation is provided and notifying referral source of any deficiencies; and identifying duplicate records, obtaining or clarifying missing or questionable information, and correcting errors and omissions in client demographic data, into computer systems.
  • Maintain client charts according to established procedures by performing duties such as receiving documentation, creating clinical records using appropriate forms/layout, and ensuring material is labeled with patient information; checking charts for loose papers and monitoring documents including progress notes and medication orders for completeness, signature and dates and returning items with outstanding items to appropriate staff member; thinning clinical records, filing documents into relevant sections, replacing or repairing old/damaged charts, and completing the clinical record upon discharge and ensuring all records are assembled. Coordinate and prepare client charts for off-site storage. Initiates retrieval requests and organizes the return of records to storage.
  • Maintain schedules and perform event and program tracking by methods such as logging into and reviewing electronic calendars/schedules, monitoring upcoming deadlines and appointment dates including court assessments and Review Board, and providing reminders to applicable staff as appropriate.
  • Type a variety of non-technical material such as general correspondence, forms, lists, memorandums, and notes from handwritten draft or Dictaphone by methods such as utilizing word processing software and distributing material as required.
  • Arrange meetings as directed by booking meeting rooms, typing and circulating notices and agendas. Record minutes of meeting, transcribes and distributes.
  • Maintain records, data, rosters and other information by methods such as entering data into spreadsheets and databases, updating information, clarifying information with Supervisor, and distributing as requested.
  • Maintain supplies such as stationary, office and client supplies by identifying depleting stocks drafting orders for approval of supplies and maintaining an inventory of stock predetermined levels. Arranges for repair and maintenance of office equipment and furniture as necessary.
  • Receive requests for information under the Freedom of Information and Protection of Privacy Act and forwards to the appropriate staff member.
  • Ensure a safe and healthy working environment by removing obvious hazards; reporting faulty equipment, accidents, injuries and near misses; and adhering to and enforcing rules regarding safety.
  • Perform a variety of clerical functions such as operating a facsimile and/or photocopier, and distributing information as requested; establishing and maintaining sensitive and confidential files and filing system, and pulling files and documents as requested; and processing incoming and outgoing departmental mail, sorting incoming material for the attention of appropriate personnel, and arranging for courier pick-up and delivery.
  • Participate in team meetings and contribute to on-going team planning, development, evaluation and quality improvement activities that facilitate team goal setting, problem solving, conflict resolution and collaboration by attending meetings and in-services, participating in the review of team policies and procedures, providing input/recommendations to the Supervisor and/or Regional Clinic Manager and other team members regarding efficiency of processes/procedures relating to work duties with a view to ensuring streamlined, effective and client/family-centred practices.
  • Perform other related duties as assigned.

What you bring

  • Grade 12, graduation from an approved program in medical transcription and one (1) years recent, related experience, or an equivalent combination of education, training and experience.
  • Experience working in the mental health field an asset.
  • Ability to communicate effectively both verbally and in writing.
  • Ability to deal with others effectively.
  • Physical ability to carry out the duties of the position.
  • Ability to organize work.
  • Ability to operate related equipment.

Skills & Knowledge
  • Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
  • As a strong asset for consideration, we are looking for our successful candidate to have; knowledge of social, economic, political and historical realities impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).

What we bring

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That's why we're focused on your care too - offering health, wellness, development programs to support you - at work and at home.

  • Join one of BC's largest employers with province-wide programs, services and operations - offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
  • Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San'yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
  • PHSA is a remote work friendly employer; welcoming flexible work options to support our people (eligibility may vary, depending on position).
  • Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Casual (Full-time hours)

Wage: $22.00 - $26.00/hour - as a casual employee, total earnings includes an additional 12.6% in lieu of benefits and paid time off. The rate for this position would be determined with consideration of the successful candidate's relevant education and experience, and would be in alignment with the provincial compensation reference plan
Location: North Vancouver, BC
Hours of Work: 08:30-16:30
Requisition TOD031420231

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021 - (BC Vaccine Passport required).

What we do

The Provincial Health Services Authority ( PHSA ) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people - Be compassionate - Dare to innovate - Cultivate partnerships - Serve with purpose.

Learn more about PHSA and our programs:

PHSA is committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.

Reconciliation is an ongoing process and a shared responsibility for all of us. The BC Governments' unanimous passage of the Declaration on the Rights of Indigenous Peoples Act was a significant step forward in this journey-one that all health authorities are expected to support as we work in cooperation with Indigenous Peoples to establish a clear and sustainable path to lasting reconciliation. True reconciliation will take time and ongoing commitment to work with Indigenous Peoples as they move toward self-determination. Guiding these efforts Crown agencies must remain focused on creating opportunities that implement the Truth and Reconciliation Commission Mandate.

This position is part of PHSA Talent on Demand - an in-house recruitment service providing talent to PHSA and other health authorities. We manage a robust talent pool of service-minded professionals who are available to start work immediately. Talent on Demand creates a gateway for those who wish to achieve their career goals. Successful candidates will gain significant health care experience and can transition into long-term, permanent roles within PHSA. For more information, visit .
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About PHSA

Canada's first provincial health services authority. Provincial Health Services Authority (PHSA) is one of six health authorities – the other five health authorities serve geographic regions o...

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Health Care
10,000+ employees