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Receptionist / Secretary

Company: Kingston Community Health Centres
Wage: $17.57 - 18.41
Date Posted: May 24, 2013
Closing Date: June 10, 2013
Position is: FT
How To Apply:
Applicants will not be considered unless they include a 1-3 page attachment in point form along with their resume which clearly demonstrates how their previous skills and experience correspond to each of the above qualification criteria.

Applications must be received by the Director, Corporate Services no later than at 4:00 P.M. June 10, 2013.

Please send applications to:
Director, Corporate Services
Kingston Community Health Centres
400 Elliott Avenue
Kingston, Ontario K7K 6M9

KCHC is an equal opportunity employer, respecting and embracing the needs and diversity of our employees

Job Description: INTERNAL / EXTERNAL POSTING Posting Date: May 23, 2013 Closing Date: June 10, 2013 Internal Eligibility: Group A: All staff permanent, probationary, casual or term employees who have gone through a full hiring process and are currently on the payroll of KCHC for 3 consecutive months are eligible to apply. (Please see the Personnel Policy Manual for full details Policy D) Group B: Employees within their first 3 months of probation as well as active volunteers, with a minimum 100 hrs of service within the last 6 months, are also eligible and will be considered if Group A applicants have not been deemed suitable. Please note that volunteers who apply must clearly indicate in the covering letter the number of volunteer hours they have completed at KCHC. Position Title: Receptionist / Secretary Location: Street Health Centre Position Type: Contract (1 year Maternity Leave Coverage), 30 Hours per week Start Date: Anticipated start July 1, 2013 Salary: $17.57 - $18.41 per hour Position Summary: To ensure the smooth operation of the Street Health Centre by assisting clients and/or participants to access appropriate service; maintaining systems which support program and clinical services and collaborating closely with other administrative/support staff. This position assists in the cultivation of a warm, welcoming, non-judgmental atmosphere while working in close partnership within a multi-disciplinary model. Specific Responsibilities: Client Contact *Create a welcoming environment to people both in person and over the phone. *Answer inquiries and direct or transfer them to appropriate location/service. Providing information to callers within limits established by policies and best judgment. *Maintain emergency log/day board in case of evacuation. *Call and confirm SHC on-site specialist appointments 1-2 days in advance. *Check-in clients arriving for appointments and rebook needed appointments. Support client attendance at appointments through reminders as appropriate; *Work with other administrative staff to ensure clients are appropriately registered and all forms needed in compliance with provincial and organizational policy/procedures (e.g. social history, rights and responsibilities etc.) are completed. *Initiate new health card protocol if client has recently moved or is in need of a new health card. General Receptionist-Secretary Functions *Assist with data entry in electronic health record, ensure “last visit” demographic information and relevant daily client interaction (i.e. no shows, client arrival) is up to date, produce client information sheets and other correspondence/reports for staff and provide other reception/secretary functions as time permits; *Assist and/or provide backup coverage for MMT including booking appointments and notifying clients of future appointment ; *Maintain telephone operating system at SHC, including daily message retrieval and appropriate transfers and ensuring voicemail message is up to date. Mail and Files *Responsible for opening, sorting and distributing mail in a timely fashion. *Receive and sign for parcel and other courier deliveries and ensure appropriate staff is notified of its arrival. *Assist staff with mailing, photocopying as time permits; *Scan and electronically file documents on an on-going basis. Distribute faxes as needed; *As time permits, support other administrative staff. Organizational Responsibilities: *Promotes and demonstrates through example the mission, values, and culture of KCHC, including respecting and valuing diversity, fostering a positive workplace culture and environment, maintaining confidentiality, and incorporating and strengthening collaborative and interdisciplinary teamwork. *Demonstrates commitment to continuous improvement by encouraging creativity, innovation, and excellence. Identifies opportunities for efficiencies, integration and partnerships within KCHC and the community. *Contributes to KCHC’s information management and research activities. *Supports active learning, including training and development for staff, support of KCHC student and volunteer placements, and maintaining personal competence through professional development and training as required by KCHC. *Works during both regular and extended hours of operation in locations identified by the Centre. *On occasion, other temporary duties may be required.
Minimum Requirements / Work Experience:
*Grade 12 diploma
*Two to five years demonstrated experience in clinical reception / secretarial role. Experience in a human services / social services organizations may also be considered.
*Knowledge of community resources and harm reduction
*Proficiency in typing and in the use of computers and various software applications. Experience with computerized booking systems and voice mail
*Demonstrated ability to work with a variety of providers, support staff and a diverse clientele.
*Ability to work in a fast paced environment requiring on-going priority setting, multi-tasking situations and frequent interruptions.
*Awareness of, and ability to support, provincial and federal privacy regulations.
*Current and satisfactory Criminal and Vulnerable Persons Check
*Excellent oral and written communication skills, a strong client service perspective, and ability to be a “team player”.
*Demonstrated commitment to continuous learning and quality improvement
*Demonstrated ability to attend work on a regular basis
*Excellent organizational skills and above average attention to detail.
*Ability to meet the physical and emotional demands of the position.

Other Job Requirements:
Transportation Required

Education Required:
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