Administrative Support III

The Administrative Support III is responsible for the delivery of central reception and switchboard services for the Children, Youth and Families, Addiction and Mental Health Clinic at the Rutherford Mental Health Clinic. This position will be in contact with children, youth and families who are dealing with a moderate to severe addiction and/or mental health concern. An interdisciplinary team, consisting of Psychiatrists, Mental Health Therapists, and clinical program support staff provides the services. Reporting to the Care Manager, the Administrative Support III assesses work priorities and adjusts tasks accordingly to ensure the efficient completion of all duties. Primary responsibilities include receiving clients and visitors to the clinic, checking clients in on Connect Care, updating patient demographic data, and answering and responding to calls including booking appointments and directing inquiries for service. Additional administrative duties include data entry, compiling statistical information, typing correspondence, transcription of letters and mental health assessments, filing, photocopying, payroll entry, and ordering of equipment and supplies. The Administrative Support III is the initial point of contact for patients and families and must have excellent customer service skills and compassion for families with mental health and addiction concerns. Please note that the current schedule is Monday to Friday days, and this could change in the future depending on the needs of the clinic. This position has been identified and is anticipated to transition to Recovery Alberta effective September 1, 2024. By applying on this posting, if you are the successful candidate, you will transition to Recovery Alberta.

As an Administrative Support III, you will require advanced administrative or specialized skills and knowledge to support complex procedures, practices and initiatives within a department or program.

Completion of Grade 12 or equivalent.

High School diploma or recognized equivalent is required. Successful completion of Medical Office Assistant or equivalent. Minimum of 1 year recent (within the last 2 years) experience in a community/outpatient administrative support role. Must be skilled in using Microsoft Office, including Microsoft Word, Outlook, and Excel. At the time of interview, you may be required to demonstrate your computer knowledge and proficiency by completing a hands-on assessment. You must demonstrate sufficient typing speed to meet workload demands and navigate various computer programs. Proficient and accurate data entry, including a minimum typing speed of 40 wpm per minute is essential. Experience checking in and scheduling client appointments within a large, fast paced clinic. Experience using an electronic medical record within a clinic setting. Experience using office equipment, such as fax, photocopier and multiple line telephones. Demonstrated proficiency in the English language, including written and oral communication. Ability to be flexible and adaptable with changing priorities in a fast-paced clinic environment with multiple short timelines. Ability to recognize sensitive information and maintain client confidentiality. Excellent organization and work coordination skills; ability to multitask efficiently and effectively. Ability to work independently with minimal supervision.

Administrative experience in a child and youth mental health setting is preferred. Experience entering payroll is preferred. Experience using Connect Care is preferred. Excellent interpersonal and public relations skills with internal and external contacts. Ability to show initiative, good judgment, flexibility, and high levels of tact and maturity. Transcription experience and knowledge of transcription software such as EditScript.