Description:
Reporting to the Director of Accessibility and Student Wellness, the incumbent provides administrative support to the staff at the Wellness Centre. Duties include performing receptionist services; scheduling new and follow-up visits; responding to phone inquiries; stocking and managing medical/office supply inventory; managing the schedules for the Wellness Centre staff as well as supporting external service providers; scheduling diagnostic appointments and external physicians’ offices/hospital appointments; handling incoming and outgoing mail; faxing and scanning. The incumbent also helps maintain the Wellness Centre website.
Position Responsibilities
- Perform receptionist duties by responding to phone and e-mail, as well as in-person inquiries while also directing these inquiries as appropriate
- Provide and explain appropriate intake forms to students who are seeking services from the Wellness Centre
- Organize doctors clinics’ scheduling, ensuring that insurance paperwork is completed correctly, collecting physician’s fees, and issuing receipts
- Prepare lab forms, label swabs/samples, deliver/pickup results/supplies to Sackville Memorial hospital lab daily, and collect mail from hospital mailroom
- In some cases, may be required to screen inquiries as to the degree of urgency and/or seriousness of service required
- Perform secretarial duties by typing, photocopying, faxing, scanning correspondence, processing mail, and keeping track of charts that are waiting for incoming lab results/hospital notes
- Maintain petty cash flow, issue receipts, and send monthly reconciliation to Financial Services
- Maintain scheduling for nurse, physician(s), counsellors, and other staff utilizing current software platform
- Maintain filing systems to the degree which is required by the NB Privacy Act
- Maintain a high degree of confidentiality
- Maintain and organize the Wellness Centre waiting area, and prep treatment rooms between patients
- Order office supplies and medical supplies as needed
- Maintain Wellness Centre website when needed
- Perform other related duties as required
Qualifications/skills
- High School Diploma
- A diploma or training in administrative support (a diploma in medical administration would be considered an asset).
- Holding or willing to obtain a certificate in Mental Health First Aid
- Minimum of one year related experience
- Knowledge of data entry onto spreadsheets, power point preparations as well as Outlook
- Ability to work independently with excellent organizational and communication skills
- Ability to work with a diverse population and students at-risk
- Competent in Microsoft Office suite (Word, Excel, Power Point, and Outlook)
- Willingness to be trained and receive Certification in Biological Substances Category B
- Knowledge of or experience using booking software (e.g. Jane) would be considered an asset