POSITION TITLE: Bilingual Administrative Support
STATUS: Temporary Full-Time (Until December 31,2023)
DEPARTMENT: Employment Services
HOURS PER WEEK: 35
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SALARY RANGE: $20.167 - $23.726/hr
Who are we?
Pinecrest-Queensway Community Health Centre is an innovative community based, multi-service center. We strive to meet the needs of the diverse communities we serve. We work in partnership with individuals, families, and communities to achieve their full potential, paying particular attention to those who are most vulnerable and at risk. PQCHC is an equal opportunity employer and values diversity in its workforce. If at any stage in the selection process you require an accommodation due to a disability, Please let us know the nature of the required accommodation.
Job Overview
The Administrative Support is responsible for delivering employment services geared to the needs of specific target groups within the full-suite employment model.
POSITION RESPONSIBILITIES
1. Direct Client Service
- Greets visitors, determines their needs, and directs them accordingly.
- Answers the telephone, takes messages and directs calls as appropriate.
- Provides general information to clients and visitors as appropriate.
- Determines client eligibility for service prior to booking client appointments.
- Registers clients for services, sets up client files, and books client appointments
- Assists with the maintenance of the meeting room booking scheduler.
- Monitors electronic inquiries through email and Self-Serve applications and responds or redirects as necessary.
- Books interpreter or sign language support as needed.
- Assists with client recall, reminder calls, and client follow up calls/emails.
- Actions external provider requests for referral, books client appointments, informs clients of appointment time and place, and tracks referrals.
- Assists in maintaining client records systems by entering data, generating reports, supporting analysis, and regular auditing of data integrity.
- Prepares statistical reports and documentation and maintains database.
- Maintains clients logs and enters data.
- Ensures all data is accurate and entered on a timely basis.
- Sends requests for closure of client records as appropriate.
- Drafts, edits, adapts and produces routine correspondence related to general program inquiries.
- Assists in creating social media posts and other marketing materials.
- Assists in maintaining a supply of information and welcome packages.
- Provides back-up support in recording and distributing minutes of meetings as needed.
- Maintain effective communication of information among internal and external stakeholders
- Assists in the development of program specific policies and procedures/guidelines and in the overall planning and development of the program.
- Attends and participates in team and general staff meetings as scheduled.
- Participates in the evaluation component of relevant program.
- Participates in the internal chart audit process.
- Provides support to clients of team members as needed.
- Provides front desk back up as needed.
1. Education
- High School Diploma and post secondary training in office administration or related program or equivalent combination of experience and education.
- 2-3 years reception experience , preferably in a human services setting
- 2-3 years administrative support experience, preferably in a human service setting.
- Experience dealing with the public.
- Proficient in computer based software applications
- Ability to work evening hours on a rotational schedule.
- Under the Centre’s designation to provide French Language Services
- Based on New Avenues Linguistics Rating Scale: A+ (highest skill) to C- (lowest skill)
- French (oral expression): A+ (required)
- French (oral comprehension): A+ (required)
- French (reading comprehension): A+ (required)
- Other languages an asset
- Communication skills, both oral and written, for a variety of audiences.
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