Health Care & Administrative Assistant

JOB SUMMARY

The SSHC Health Care & Administrative Assistant provides frontline assistance to participants and volunteer professionals to ensure the efficient flow of the Clinic under the direction of the Health Services Manager. Liaising with external Health Care Providers and Facilities to ensure participants receive required health intervention as deemed necessary by the SSHC volunteers.

KEY DUTIES & RESPONSIBILITIES

Administration

• Referrals/Tests – Provide needed follow through necessary for timely and consistent health care for each patient;
• Inventory – Manage and maintain appropriate levels all Health Centre medical and non-medical supplies;
• Records - Daily maintenance of all files and records both electronic and paper, ensuring accuracy, completeness and thoroughness, and provision of files and records to and from allied health professionals as required.

Health Delivery

• Patient intake – Create and oversee intake procedures which provide friendly and accurate intake of patients. This initial step of patient care must be done in ways that provide dignity and care;
• Charting and records – Ensure daily maintenance of all charts and related records, both electronic and hard copy files, safeguarding accuracy, completeness and thoroughness, security and confidentiality. Provide needed access to physicians and other volunteer professionals;
• Infection control – Create, maintain and enforce policies regarding infection control in all areas of the health centre;
• Laboratory - Duties related to the collection and processing of laboratory samples will generally be performed by volunteer nurses and lab technicians. Packaging of samples with proper labelling and ensuring pick-up will continually be the responsibility of the Health Care & Administrative Assistant;
• Recovery Bed Program – Duties related to intake and monitoring of patients utilizing the recovery bed program.

Volunteer Management/Supervision of Practicum Students

• Scheduling: coordination and management of health centre volunteers as directed by health centre manager;
• Assistance with supervision of practicum students when necessary and under the direction of the Health Services Manager and the student placement coordinator.

EDUCATION & EXPERIENCE

• Certificate in Health Care Administrative Assistant would be an asset;
• 2-3 years of previous experience in a Health Care/ Clinic setting preferred;
• Proficient in medical terminology would be an asset;
• NVCI, ASSIST, CPR-First Aid trained preferred;
• PHIA certification would be an asset.

KNOWLEDGE/SKILLS/BEHAVIORS

• Proficient in Microsoft Word, Excel;
• Excellent verbal and written communication skills;
• Experience with Accuro Software preferred;
• Inventory management required;
• Flexibility in work load adjustments;
• Great problem-solving skills;
• Knowledgeable in community health related resources;
• Outstanding interpersonal skills with conflict resolution ability;

RELATIONSHIP

• The majority of the daily interactions are with clients and volunteers;
• Smaller portion of the work day is spent on duties related to paper work, inventory and health centre specific cleaning duties.

WORKING CONDITION

• Hours of work: Thursday 3:30 - 7:30 p.m.; Saturday and Sunday 8:00 a.m. - 12:00 p.m. (12 hours guaranteed), casual opportunities for coverage;
• 1 year term;
• General health clinic environment;
• Equal amount of sitting, standing walking throughout the work day;
• Health grade cleaning supplies being used for the cleaning to ensure high standards of infection control;
• Hazardous conditions could potentially include unpredictable or risky behaviours from community members;
• May be required to lift up to 50 lbs. occasionally.

WORKPLACE HEALTH & SAFETY

The incumbent contributes to making the organization safe for clients and staff and recognizes the importance of reporting unsafe situations and participating in follow up reviews as a learning opportunity.

• Provides a safe environment by ensuring adherences to Workplace Safety and Health
• Regulations and Policies, Infection Control Guidelines, WHMIS and Safe Work Procedures. Immediately investigates and recommends corrective action on any unsafe acts, work conditions, incidents, near misses, injuries or illnesses.
• Demonstrates understanding of role and responsibilities in fire prevention and disaster preparedness and participates in safety and health training programs including the facility’s Fire, Disaster and Evacuation Plan.
• Supports an environment which avoids, prevents and corrects all activities or actions which may result in an adverse outcome in the delivery of services. Community Member safety is a standing item for all individual and departmental meetings.

CLOSING DATE: submit resume and Cover Letter by 22 APR 2025