Client Services Assistant, Substance Use Health

HAMILTON URBAN CORE COMMUNITY HEALTH CENTRE

Strong Core Healthier Lives

Job Type: Full-time

Position Type: On-Site

Salary Range: $42,488.16 - $48,250.41

Position Description:

The Client Services Assistant serves as the first point of contact for staff, clients, and visitors arriving at HUCCHC, the Client Services Assistant is a member of the multidisciplinary health care team providing services to members of the community. The Client Services Assistant provides reception, access, intake, scheduling, and administrative support functions and operates and maintains appointment, chart and document management systems.

Accountability:

The Client Services Assistant reports to the Program Manager for Substance Use Heath Manager with overall accountability to the Executive Director.

Key Responsibilities:

General:

• Perform reception, clerical and administrative support duties.

• Welcome participants, receive and greet visitors and participants, assess individual needs and direct them accordingly.

• Schedule client, specialist and diagnostic testing appointments.

• Prepare, update, retrieve and file charts manually and electronically.

• Assist with the provision of services by retrieving and preparing charts and completing registration information for new clients and changes to information for existing clients.

• Operate and maintain document management and distribution systems.

• Schedule rooms and resources bookings and ensure setting up of rooms.

• Maintain and update files, databases and inventory

• Receive, sort, date stamp and distribute mail and deliveries daily.

• Distribute internal information, materials and/or resources. Maintain mailing and faxing lists and update these lists on a regular basis.

• Ensure that the Centre’s mail is taken to the mailbox daily.

• Assist in providing information to clients and visitors by maintaining and updating internal bulletin boards and pamphlet displays.

• Maintain the reception area by ensuring that it is clean and free of clutter.

• Prepare meeting and committee minutes as required.

• Prepare internal and external correspondence such as memo, letters, reports, newsletters and other and other items.

• Maintain and develop professional competence.

• Engage and provide supervision to graduates, students and/or learners as appropriate and in accordance with the Centre’s standards and commitment to learning

• Maintain office equipment (e.g. photocopier, fax, and printer) and advise the Office Administrator when reception supplies need replenishing and/or when repairs of equipment are required.

• Initiate crisis response procedures when necessary.

• Work within an anti-racism, anti-oppression, culturally sensitive, language appropriate framework

• Work as part of the inter-professional team at the Centre and adhere to the Centre’s core competencies and the Community Health Centre Model of Health and Wellbeing.

• Participate in Centre-wide activities such as the annual general meeting, client-centered activities, annual events and all other special events and activities related to Hamilton Urban Core.

Performance Targets:

TBD

Qualifications:

·Relevant education and experience working in a fast-paced, health and/or community-based setting

·Currently enrolled or completed a post-secondary degree or diploma in a health or social service-related discipline is an asset.

·Advanced knowledge of Microsoft Excel and other Microsoft Office applications is required.

·Experience in general office procedures and/or business administration

·Demonstrated experience maintaining a high level of efficiency through administrative systems and practices

·Knowledge of and sensitivity to the barriers and issues impacting on people and their families or supports

·Strong verbal and written communication skills

·Excellent organizational skills, high degree of accuracy in work and ability to work independently

·High level of attention to detail and accuracy

·Good problem-solving abilities

·Friendly and kind personality while dealing with staff, clients, students, volunteers and community members

·Willingness to work various shifts and potentially extended hours

·Experience in working in a culturally diverse environment

·Ability to speak a second language is assets.

Benefits:

• HOOP Pension

• Extended health care

• Dental care

• Vision care

• Paid time off

• Disability insurance

• Life insurance

• On-site parking

• Company Events

• Employee Assistance Program

Schedule:

• 8 hour shifts

• Monday - Friday 9:00 am - 5:00 pm, 1 day per week 12:00 pm - 8:00 pm, occasional Saturday 9:00 am - 2:00 pm

Hamilton Urban Core is committed to equity in employment.

While we appreciate every application only those selected for an interview will be contacted.