Program Assistant, Mental Health and Substance Use Services

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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 43,000 staff, medical staff and volunteers is dedicated to serving our patients, families and communities to deliver on our vision: Better health, best in health care.

 

Effective October 26th, 2021, all new hires to Fraser Health will need to 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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Reporting to the Program Coordinator and working as a member of the interdisciplinary team, the Program Assistant provides a variety of administrative and clerical support duties in support of Memorial Cottage and its staff.  Performs secretarial, clerical, reception, and records management duties.  Processes Physician/Psychiatric orders, performs transcription, maintains and compiles statistical records and reports, and provides input into the development and evaluation of administrative programs, policies and standards for the program. The Program Assistant is expected to engage the resident and support systems as people with full competence and as full collaborators in service planning, delivery and evaluation.

1. Performs secretarial duties for Memorial Cottage and its staff such as screening and prioritizing incoming materials, and booking appointments, arranging meetings, taking minutes, transcription and composing correspondence.


2. Performs reception and clerical duties such as sorting and distributing incoming/outgoing mail, internal correspondence and courier documents; answers and screens telephone calls; responds to general inquiries; takes and relays messages; receives and assists residents; performs data entry and photocopying.


3. Prints daily sign-in sheets; posts work schedules.


4. Sets up and maintains manual and computerized files of a confidential, strategic and/or operational nature including numeric, alphabetical and subject filing systems; indexes files and materials to be filed and conducts file searches as required.


5. Assists with resident intake such as setting up files for newly admitted residents, registering and discharging residents from the admissions system, maintaining current records, filing a variety of documents, preparing charts for transfer and/or discharge, assisting facility staff with the admission/discharge process by entering information and processing paperwork.


6. Processes and monitors expenditures by performing duties such as initiating purchase orders or requisitions for purchases, liaising with required personnel/departments to verify coding and calculations, reconciling ledgers, following up on discrepancies, initiating journal vouchers for correction of errors, and investigating invoice anomalies and/or damaged shipments as required. Maintains and monitors inventory and supplies for the facility.


7. Performs word processing duties such as inputting resident's information, maintaining relevant registers and updating manuals; prepares medical, legal and other reports, charts, tables, letters, presentation material and newsletters from rough draft, general instruction and/or recording devices using various software applications such as word processing, spreadsheets, graphics and databases; proofreads documents as required; assists with research and compiles information to produce a variety of statistical or general reports as required.


8. Processes physician/psychiatric orders by completing requisitions, in accordance with the established procedures; makes appointments for clients and arranges for transportation.


9. Receives and logs Freedom of Information (FOI) Requests and Consent for Release of Information Requests; forwards requests to the appropriate staff; maintains related records.


10. Maintains a petty cash account by methods such as receiving, recording, checking and balancing cash collections; receives receipts and issues receipts in designated areas, as required.


11. Provides input into the development and evaluation of administrative program policies, procedures, and standards.


12. Participates in department/committees meetings as requested.


13. Maintains orderliness of staff areas and communication/information boards/books; keeps facility manuals and reference materials current by filing updates, revisions and additions; requisitions repairs and maintenance work as required.


14. Performs other related duties as assigned.

Education and Experience

Grade 12, completion of an Office Administration Certificate, plus three years recent, related experience or an equivalent combination of education, training and experience.  Valid BC Driver's License and access to personal vehicle for business purposes.

Skills and Abilities

• Ability to communicate effectively both verbally and in writing. 


• Physical ability to carry out the duties of the position. 


• Ability to work independently, in cooperation with others, with the interdisciplinary team, residents and the public.


• Ability to operate related equipment including related software and staff scheduling and payroll programs. 


• Ability to organize and prioritize work. 


• Ability to type 50 wpm. 


• Business writing skills.


• Knowledge of general office procedures. 


• Ability to establish rapport with clients. 


• Knowledge of medical terminology.


• Ability to analyze and resolve problems. 


• Ability to do basic mathematical calculations.