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administrative assistant

Job Description

Position Details

Department: Connect - Mental Health and Addiction Program
Employee Type: Regular, Part Time
If Temporary, Number of Weeks:
Union: CUPE
Openings Remaining: 1

Schedule

Work Days: Monday to Friday
Time of Day: Days, Afternoons
Shift: 7.5 hour
This position may be scheduled at any of the following sites: West 5th Campus (Hamilton Mountain)

Application Dates

Opening Date: 20/07/23
Closing Date: 27/07/23 Applications must be received online by 12:00 midnight on the Closing Date

Position Description

POSITION SUMMARY:
Connect MHAP is an exciting new service at St. Joseph's in the Mental Health and Addiction Program. The service will be responsible for all intake functions for majority of outpatient referrals. The primary responsibility of the intake assistant will be to contribute to the achievement of the following mandated core program functions: intake and screening, dispositioning, supportive counselling, care planning, education, system navigation, program and system development and evaluation. The intake assistant will provide administrative support to the program and coordinate the intake process. The position also supports a number of office functions within the program, when required. The incumbent handles all related duties and responsibilities in accordance with the Mental Health Act and the policies and procedures of the hospital.

• 2 year post-secondary diploma in medical office administration
• Minimum 2 years’ experience working in a mental health and addictions program
• Minimum of 2 years' experience providing administrative support and interacting with patients, families and staff in a busy healthcare setting.
• intake experience in mental health and addictions required
• Demonstrated ability to communicate in a sensitive and non-judgemental manner with psychiatric patients/clients, including youth and their families.
• Demonstrated comfort level, experience and skill working with young people and their families, and with the tenets of youth engagement, as required.
• Demonstrated knowledge of existing mental health resources and programs, both internal and external to SJHH, coupled with the ability to help clients and families in accessing appropriate clinical supports therein.
• Advanced skill level in MS Word and MS Excel. Demonstrated knowledge and proficiency in MS PowerPoint, MS Access, and Visio.
• Clerical testing may be required as part of the selection process.
• Proficiency in data entry and the use of specialized computer applications: HBO, PHS scheduling system, Provider Portal, RedCap, SPSS, Anzer, EPIC and Internet searches.
• Superior oral and written communication skills with demonstrated grammatical aptitude, good spelling and punctuation.
• Accurate keyboarding skills with a minimum typing speed of 55 wpm.
• Ability to communicate with staff, physicians, learners, and other hospital departments in a professional and diplomatic manner.
• Ability to maintain composure while handling multiple tasks, frequent interruptions and stressful situations.
• Ability to problem solve independently. Effective conflict resolution skills, including the ability to diplomatically respond to all inquiries
• Professional, with good organizational skills and problem solving, with ability to set own priorities and work with minimal supervision.
• Demonstrated knowledge of relevant program standards (e.g., Early Psychosis Intervention Program Standards) and clients.
• Good work performance and attendance record is essential

• Collaborates with other MHAP and community partners regarding program referrals (e.g., other MHAP departments). Works closely with other MHAP departments to discuss complex referrals and determine appropriate care pathways.
• Answers all calls from the live answer line and responds appropriately to intake calls from patients, families and service providers to ensure caller obtains information they require.
• Answers all self-referral calls and collects all the relevant administrative and clinical information required
• Liaises and collaborates with other services to ensure referrals that are appropriate for other external agencies are rerouted (e.g., Alternatives for Youth, 3G Inpatient Unit, Wesley Urban Ministries, Coping Skills, INTAC, FHT, DBT, etc.)
• Maintains resource database of community services by ensuring information is accurate and up to date and presented in a user-friendly way as resources will be shared with patients, families, and referral sources.
• Researches client history in appropriate system and obtains charts from Health Records and/or Provider Portal, and copies accordingly.
• Prepares monthly, quarterly, and bi-annual statistics for the program, as required (e.g., MIS, SJHH QI, CDS). Uses appropriate databases and programs (e.g., Excel, SPSS, Anzer, etc.).
• Sets up and enters client information in the electronic medical record. Enters referrals and client information into appropriate databases as needed (e.g., OCAN, RAI-MH, etc.)
• Enters and books all clinical appointments and maintains group attendance records in appropriate databases/systems
• Arranges and schedules appointments for assessments, screenings, group orientations and information sessions (including scheduling guest speakers, booking rooms, preparing materials, setting up projector/laptops, and obtaining gift certificates for speakers), as required.
• Data collection using Excel, Access, Anzer, SPSS and PHS on all client activity from referral to discharge.
• Coordinates dates and times for staff training.
• Maintains team calendar, individual schedules and general e-mail account.
• Carries out event planning for conferences, as required.
• Prepares group materials and maintains program resource library (both hardcopy and electronic).
• Assist Manager with chart audits for program evaluation and quality improvement as required.
• Takes minutes, organizes meetings, sends out agenda and sets up equipment for team meetings.
• Maintains supplies for the program, including ordering forms from the printing department and ensuring forms are edited and submitted to the Forms Committee for formalization.
• Updates clinician caseloads and group rosters and makes available to clinicians.
• Responds to intake calls from patients, families and service providers to ensure caller obtains information they require.

HOURS OF WORK:
Monday to Friday, days, afternoon hours may be required

WAGE RATE:
Hourly: $27.21.... $28.41.... $29.57 (plus 14% in lieu of benefits)

PLEASE NOTE:
Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.

St. Joe’s fosters an environment where we celebrate diversity, where teams reflect the diversity of the community in which we serve, enhancing the connection to patients, clients, community, and each other.

St. Joseph’s Healthcare Hamilton (SJHH) is an equal opportunity employer and strives for equity, inclusiveness, and diversity in all our programs, practices, facilities, and people. We foster a culture of patient and staff safety where all positions comply and work in conjunction with the Mission, Vision, and Core Values of SJHH.

We thank all applicants for their interest, however, only those selected for an interview will be contacted. SJHH is committed to a barrier-free recruitment and selection process - please inform us should accommodation be required at any point in the recruitment process.

Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.

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