Program Assistant - Island Health - Mental Health and Substance Use-Victoria, BC
(2025-07)
- Assisting with client intake by performing duties such as obtaining information, completing documentation required for admission, liaising with information sources to obtain additional client information
- Registering, discharging and updating client encounters in Cerner Person Management/EMPI
- Schedules appointments using Cerner Scheduling and/or Microsoft Outlook, and confirms clients for programs and/or services, and establishes and maintains waitlists.
- Answering telephones, greeting clients at reception area, notifying appropriate staff
- Answering routine inquiries from staff, physicians, police, clients, families, members of the public concerning services and activities;
- Determining from information received or observed behaviour whether a crisis/emergent situation exists and referring immediately to clinical staff if required
- Requesting, opening, updating, closing and archiving client chart in accordance with standard procedures
- Maintaining filing and administrative systems, consistent with standard procedures and program needs, Developing spreadsheets and entering information in various databases, generating reports as required
- Opening, date-stamping and distributing incoming mail; sending outgoing mail
- Processing applications for clients who are entitled to subsidized medication, in accordance with standard procedures
- Completing purchase requisitions for the ordering of supplies, receiving and storing or distributing supplies
- Participating as a member of the clerical team by identifying issues of concern and proposing ideas and solutions where appropriate. Assists in maintaining administrative procedure manuals, as directed by administrative coordinator
- Supporting orientation of new administrative staff
- Arranging meetings as directed, books meeting rooms, types and circulates notices and agendas, transcribes and distributes notes and minutes of meetings
- Typing and formatting a variety of documents, letters, memos, technical reports, client file data, manuals, briefing material, and statistics, from handwritten notes, drafts
- Proofreading material, clarifying content of documents with the author and suggesting possible revisions, revising and editing for style and format.
- Assisting with processing forms related to the Mental Health Act and Mental Health Review Board
- Assisting with processing ROI requests
- Performs other duties as required
Administrative Support 3 - Island Health - Health Protection/Environmental Services and Engineering-Courtenay, BC
(2024-01 - 2024-05)
- Receives and greets clients and visitors and operates a central switchboard, computerized paging and telephone system, and related equipment, including performing various reception duties such as answering and directing telephone calls, and taking and relaying messages. Answers inquiries and provides routine information in accordance with established procedures, referring more complex inquiries as appropriate.
- Completes and processes required forms and documentation. Ensures accuracy of data entered in computer programs, including contacting client or health care professionals for clarification as required.
- Prepares, formats and edits technical and non-technical material, documents and spreadsheets, such as reports, policies and procedures, medical reports, evaluations and correspondence.
- Prepares presentation materials such as abstracts, posters, papers, handouts and slides, for educational sessions, workshops and conferences, as directed.
- Performs a variety of clerical and administrative duties such as filing, retrieving, photocopying and faxing documents as required, including composing and signing routine correspondence, such as form letters or appointment confirmations, as directed, or drafting correspondence for review and signature. Transcribes from dictation or written draft. Maintains policy and procedure manuals, including preparing and distributing updates and revisions. Opens, screens, prioritizes and distributes mail.
- Maintains office/program supplies, including nursing and medical supplies, and equipment by preparing requisitions, receiving supplies, checking invoices and storing and distributing supplies. Carries out minor maintenance such as rotating stock, loading paper, changing toner/ink cartridges, cleaning and sterilizing. Reports any shortages or malfunctioning equipment, and arranges servicing or repair, as directed. Maintains a clean and tidy workplace, including arranging for disposal of hazardous
- Acts as cashier by receiving and recording payments and issuing receipts for services, client bills and a variety of sundry accounts. Balances cash drawer and maintains a petty cash account in accordance with established procedures.
- Maintains computerized timekeeping records and submits to Compensation & Benefit services in accordance with established procedures.
- Arranges meetings by booking meeting rooms, notifying attendees, and circulating relevant materials. Prepares agendas and acts as recorder at meetings, as required. Drafts and distributes minutes.
- Ensures a safe and healthy working environment by removing obvious hazards; reporting faulty equipment, accidents, injuries and near misses; and adhering to and enforcing rules regarding safety, including compliance with Workplace Hazardous Material Information System, and responding to fire alarm, disaster, security or other emergencies in accordance with established procedures.
- Performs other related duties as required.
Administrative Support 3 - Island Health - Mental Health & Substance Use-Courtenay, BC
(2023-07 - 2023-12)
- Provides support to clients by:; Assisting with client intake by performing duties such as obtaining information, completing documentation required for admission, liaising with information sources to obtain additional client information.
- Registering, discharging and updating client encounters in Cerner Person Management/EMPI; Schedules appointments using Cerner
- Scheduling and/or Microsoft Outlook, and confirms clients for programs and/or services, and establishes and maintains waitlists
- Answering telephones, greeting clients at reception area, notifying appropriate staff;
- Answering routine inquiries from staff, physicians, police, clients, families, members of the public concerning services and activities; Determining from information received or observed behaviour whether a crisis/emergent situation exists and referring immediately to clinical staff if required
- Requesting, opening, updating, closing and archiving client chart in accordance with standard procedures;
- Provides clerical support services to the office by:
- Maintaining filing and administrative systems, consistent with standard procedures and program needs, Developing spreadsheets and entering information in various databases, generating reports as required
- Opening, date-stamping and distributing incoming mail; sending outgoing mail
- Processing applications for clients who are entitled to subsidized medication, in accordance with standard procedures
- Completing purchase requisitions for the ordering of supplies, receiving and storing or distributing supplies
- Participating as a member of the clerical team by identifying issues of concern and proposing ideas and solutions where appropriate
- Assists in maintaining administrative procedure manuals, as directed by administrative coordinator
- Supporting orientation of new administrative staff
- Arranging meetings as directed, books meeting rooms, types and circulates notices and agendas, transcribes and distributes notes and minutes of meetings
- Typing and formatting a variety of documents, letters, memos, technical reports, client file data, manuals, briefing material, and statistics, from handwritten notes, drafts
- Proofreading material, clarifying content of documents with the author and suggesting possible revisions, revising and editing for style and format
- Assisting with processing forms related to the Mental Health Act and Mental Health Review Board
- Assisting with processing ROI requests
- Performs other duties as required.
Front Desk Supervisor - OhSpa - Courtenay, BC
(2021-08 - 2023-01)
- Act as a positive role model for the entire Spa team and lead by example with guest service excellence
- Lead by example daily, establishing and setting the standards for outstanding guest experiences during check in/out, handling and organization at front desk
- Ability to handle pressure in a fast-paced environment
- Set standards to exceed guest expectation to assure Wow factor service and repeat guests
- Reinforce positive aspects of position to improve morale at all times
- Daily interaction with the entire Spa Team ensuring positive morale and work environment
- Schedule adjustments in the event of illness, staff shortages
Medical Office Assistant/Reception - 5th Street Family Practice - Courtenay, BC
(2020-11 - 2021-08)
Ability to work effectively with other in a fast-paced health centre environment
- Ability to organize and prioritize multiple tasks and work roles
- Ability to follow detailed instruction
- Filing, filing, faxing & photocopying
- Take payments from patients
- Scheduling
- Answering phones
- Ushering patients to exam rooms
- Taking patient height, weight and blood pressure
- Providing Driver's examination eye tests
- Assisting patients and physicians in a professional and courteous manner
- Registering new patients and updating old patient information
