Administrative Assistant (BHSSH)

Job Summary

Primary Responsibilities

• Manage calendars, meetings, and logistics for the BHSSH Director of Primary Care and Managers in this department, clinical functions, including coordination with cross-functional partners, external stakeholders, and senior leaders.
• Organize and support team, functional, corporate, client-facing, and LAMP and BHSS events as needed, including agendas, pre-reads, logistics, vendors, budgets, action tracking, and follow-up.
• Assist in cleaning/sanitizing the reception area and personal desk space in accordance with current Ministry Infection and Prevention standards.
• Answer/transfer incoming calls; make outgoing calls as needed; take messages; check messages in inbox; and respond accordingly in a timely manner.
• Book client appointments in an electronic medical record database for clinical providers with follow-ups as directed by the providers.
• Support the BHSSH leadership team with creating meetings agendas, team presentations and drafting and circulating meeting minutes
• Serve as a point of contact for inquiries from staff, partners, and community members
• Support Primary Care Director and BHSSH managers in coordinating onboarding for new staff.
• Manage ordering and maintenance contracts of clinical equipment and administrative supplies, and facility setup as needed
• Assist with project and initiative coordination by managing timelines, trackers, meeting schedules, resources, and follow-ups to help work progress against milestones and business objectives.
• Providing client service support (ex. inputting patient information into electronic medical record databases, explaining program limitations to clients and their families, demonstrating patience and respect, assisting patients with various barriers fill out intake/administrative forms).
• Assist in the creation of client records, archiving and securely disposing of records in accordance with the records-retention policy.
• Provide coverage for other administrative assistants and medical office assistants when they are absent, for break coverage, and contribute to overall team functions by providing support where needed.
• Other administrative duties as assigned (ex. Processing referrals, scanning, faxing, appointment reminders and maintaining waitlists

Required Qualifications

• Secondary School Diploma plus completion of up to 1-year post-Secondary training program (e.g., vocational, office administration, technical) or equivalent
• One to two years of administrative or reception experience in a healthcare, community or social-service setting.
• Understand privacy legislations, medical and health care system, diversity and inclusion.
• Knowledge of health care coverage programs.
• Demonstrated experience working with clients facing disability, language, income and system-access barriers.
• Excellent interpersonal skills necessary to work effectively across all levels of the organization’s diverse workforce.
• Excellent communication skills, both verbal and written, with the ability to clearly convey information and ideas.
• Typing speed of 45 WPM is preferred
• Strong attention to detail, with demonstrated ability to manage competing priorities, meet deadlines, take accountability for results and remain professional under pressure.
• Demonstrated reliability, initiative and ability to organize work independently while contributing effectively within an interdisciplinary team.
• Demonstrated ability to receive and apply feedback, learn new processes and adapt to changing operational requirements.
• Knowledge of the Peel region, and the surrounding community areas is preferred
• A second language that is reflective of the community being served is an asset.

Comprehensive Health & Wellness Coverage

Growth, Purpose & Community Impact