Administrative Support Clerk, Icy Program

Fraser Health continues to be recognized as one of BC's Top Employers, are you someone who is passionate about making a difference in the lives of others?

Fraser Health is responsible for the delivery of hospital and community-based health services to over 1.9 million people in 20 diverse communities from Burnaby to Fraser Canyon on the traditional territories of the Coast Salish and Nlaka’pamux Nations. Our team of nearly 45,000 medical staff and volunteers is dedicated to serving our patients, families and communities to deliver on our vision: Better health, best in health care.

All new hires to Fraser Health must have full COVID 19 vaccination (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines). Please note this applies to all postings, and individual medical exemptions must be approved by the Provincial Health Officer.

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Under the Pathway to Hope, the Province has established Integrated Child and Youth (ICY) teams in several communities defined by school district boundaries for children and youth 0-19 and their families, The ICY multidisciplinary teams provide a range of services including assessment and screening, consultation, therapeutic services and more, with team members employed by various organizations and ministries. Each ICY team supports a cluster of Public, Independent and First Nations operated schools, and includes all children and youth within the geographic region including those who do not attend a school. Teams work closely with schools and primary care to help with early identification of clients who may need support and to assist them to access the right services, coordinating and delivering wraparound mental health and substance use services and supports with a flexible and outbound service delivery that is reflective of client preferences. Through the collective impact of partners working together in an integrated way, children and youth with mild, moderate, and severe mental health and/or substance use challenges and their families/caregivers will have timely, equitable access to a seamless system of culturally safe and effective interventions based on their unique strengths, needs and risks. ICY practice is informed by the key principles of cultural safety and humility, trauma-informed care and family/caregiver-centred care.

The Administrative Support Clerk performs a variety of administrative support duties such as word processing, data entry and record management, and typing reports and documents. Answers calls, receives and directs visitors/clients; responds to general inquiries; arranges meeting rooms and conference calls; receives, sorts and distributes incoming/ongoing mail; operates office equipment; places purchase orders with external suppliers; performs general staffing and timekeeping duties; assists with client intake.

1. Performs word processing and data entry duties by inputting client information into relevant computerized systems, maintaining relevant registers, and by composing and typing routine correspondence such as educational materials, minutes, letters, presentation materials, client file data and reports from rough draft, general instruction using software applications such as word processing, spreadsheets, graphics and databases.
2. Answers general inquiries by telephone and in person from a variety of sources such as clients, family members, doctor's offices, staff and the public and provides direction and/or general information about departmental programs and policies. Determines, from information received or observed behaviour, whether an emergent situation exists, obtains immediate care if required and escalates issues or refers problems to the Coordinator/Lead.
3. Performs data entry into computerized systems such as entering timekeeping information for department staff into the regional payroll system, and retrieving and distributing data from the internet. Gathers and compiles information as required such as client information and statistics including monitoring the status of client extended leaves.
4. Performs clerical duties such as faxing, photocopying, sorting, stamping and distributing mail. Prepares outgoing packages for shipping and signs for receipt of incoming packages and shipments.
5. Arranges meetings and conference calls by booking and setting up meeting rooms, contacting attendees, ordering refreshments, booking equipment required and arranging for any supplies needed. Types and circulates notices and agendas, takes, transcribes and distributes meeting minutes.
6. Performs record management duties such as setting up and maintaining office filing system; assembles files, prepares file folders and labels, retrieves, updates and re-files as required. Conducts file searches as required. Maintains and prepares files for any off-site storage by completing necessary forms, typing necessary listings and establishing retention periods.
7. Places purchase orders with external suppliers, receives supplies, checks invoices against orders and goods received, stores and distributes supplies and contacts suppliers to obtain and/or provide general information.
8. Receives, records, checks and balances cash transactions, including receiving payments, issuing receipts and maintaining a petty cash account.
9. Assists with client intake by performing duties such as obtaining information, completing documentation required for admission and liaising with information sources to obtain additional client information. Schedules and confirms clients for programs and/or services and establishes and maintains waiting lists.
10. Contacts designated authority or supervisor and informs them of any building maintenance or repair requirements.
11. Assists with general staffing and timekeeping functions such as calling in relief staff from a pre-established list, tracking hours worked and reviewing timesheets for accuracy.
12. Performs receptionist duties, as required. Receives and screens telephone calls and visitors, handles complaints, provides information, records messages, refers callers as required, to ensure that callers and visitors are dealt with promptly and professionally and to ensure that Freedom of Information requests are directed to the appropriate program staff.
13. Performs other related duties as required.

• Ability to type 40 wpm.
• Knowledge of medical terminology.
• Ability to use applicable computer equipment and software.
• Understanding the roles, responsibilities and scope of practice for each interdisciplinary team member in relation to their own work.
• Ability to establish and maintain rapport with youth and parents.
• Ability to communicate effectively both verbally and in writing.
• 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.
• Working knowledge of general office practices and procedures and their application.
• Physical ability to perform the duties of the position.