Position Title: Medical Office Assistant, Foundry Prince George
Location: Prince George, BC
Terms: Casual, Part-time
Start Date: As soon as possible
Schedule: Monday to Friday, 10:30 am to 5:00 pm
Hours: 14-28 hours per week
Salary: $21 - $24 per hour
Reports To: Manager, Foundry Prince George
Benefits: 6% vacation pay; YMCA Staff Membership
Situation:
YMCA BC is a charity dedicated to strengthening the foundations of community, by nurturing the potential of children, teens & young adults, promoting healthy lifestyles, fostering a sense of social responsibility and delivering lasting personal & social change to grow in spirit, mind, and body.
Since January 2023, YMCA of Northern British Columbia, YMCA-YWCA of Kamloops and YMCA of Greater Vancouver are officially one association, with one mission to strengthen our impact for communities across British Columbia. We are YMCA BC – Even Stronger Together. This transition marks a new chapter in our long-standing history of building communities, transforming lives, and connecting people of all ages, stages, backgrounds and abilities, to unique opportunities to learn, grow, and reach their potential.
At the YMCA BC, people are our greatest asset, and we are proud to be an employer of choice. Working at the YMCA BC means you are part of a fun, positive team in an environment of honesty, caring, respect, responsibility, and inclusivity. The YMCA BC is committed to providing our community the support it needs to thrive through employment, youth services, and programming for families and seniors. We believe a vibrant, healthy community is one in which everyone feels a sense of belonging and connection.
Nature and Scope:
Foundry Prince George, in collaboration with diverse community partners, provides services and programs to young people aged 12 to 24 years old. Foundry Prince George supports four main domains of wellness for young people: primary healthcare, mental health, substance use, and social services. Coordinated services between partners ensure young people can access a variety of resources in a timely and supportive manner.
Reporting to the Foundry Manager, the Medical Office Assistant performs a variety of administrative, secretarial, and specified primary care duties as part of an integrated and multi-disciplinary team. As the first point of contact for many young people and their families accessing Foundry, you will provide non-judgmental and compassionate service. Within the context of a client and family-centred model of care and the mission and values of Foundry BC and the YMCA, you will promote safety and respect among young people, families, visitors, and team members.
Major Responsibilities:
- Participate as a key member of Foundry’s integrated and multi-disciplinary team
- Perform reception duties, process intakes and referrals, answer routine inquiries, and book appointments
- Function as an MOA for Foundry primary care programming
- Screen and prioritize incoming correspondence via email, facsimile, mail and phone
- Maintain appointment calendars and schedule information for designated staff
- Process a variety of reports, forms, and correspondences
- Maintain client charts (in MOIS and Toolbox) and, along with Foundry Manager, monitor issues and compliance to protocols/ expectations for use
- Able to deal with public in a tactful and courteous manner.
- Ability to maintain effective working relationships with employees, clients/patients, other service providers, and the general public.
- Comfortable and creative with IT, and able to operate related equipment (computer, multi-line telephone, scanner, photocopier, facsimile)
- Proven skills to work in a Windows environment with Microsoft Office suite (mainly Outlook, Word, Excel, Teams), and clinical databases (including experience with EMR).
- Ability to maintain confidentiality and to communicate effectively both verbally and in writing.
- Ability to work under pressure, to multi-task, to problem-solve, to take initiative, to anticipate potential problems/conflicts and take appropriate actions, to organize and prioritize workload and meet deadlines.
- Ability to adjust to short-term change quickly and calmly.
- Assist in statistical data collection and reporting back to Foundry Central
- Identification of low stock of supplies, including office and medical supplies
- Knowledge of the principles and practices of office and community clinic organization
- Youth-friendly, culturally sensitive, and non-judgemental.
- Knowledge of medical terminology.
- Ability to work independently and in cooperation with others.
- Physical ability to carry out the duties of the position.
- Other duties, as required
Qualifications/Experience:
- Completion of a recognized medical office assistant course plus 1 year recent, related experience, or an equivalent combination of education, training, and experience
- Additional coursework relevant to Foundry priorities an asset
- Experience working with marginalized populations and/or young people
- Physical ability to complete relevant tasks
- Satisfactory criminal record check and clear vulnerable sector search
- Three satisfactory professional references
Knowledge, Skills and Abilities:
- Ability to establish rapport and build positive relationships with diverse populations, including young people and family members with complex needs and challenging behaviours
- Passion for helping youth and families improve their health and well-being; commitment to low-barrier, non-judgmental, and harm reduction approaches
- Good communication, interpersonal and networking skills
- Knowledge of mental health and psychiatric processes that impact young people
- Strong personal and professional boundaries
- Knowledge of relevant resources for young people and their families
- Understanding of the impacts of colonization and residential schools on Indigenous peoples
- Understanding of the interconnections among mental health, substance use, and experiences of trauma and violence
- Commitment to regular attendance, punctuality, and appropriate attire
- Openness to feedback, commitment to ongoing learning, and ability to take direction
- Knowledge of the principles and practices of office and community health centre management
- Knowledge of medical terminology
- Ability to operate related equipment
- Proven word processing skills, ability to create and work with spreadsheets, Microsoft Office suite, and clinical databases (currently MOIS and Toolbox)
- Ability to type 40 wpm.; business writing skills
- Ability to maintain effective working relationships with team members, youth, families, other service providers, and the general public
- Ability to explain clinical contracts, clinic procedures, and regulations
- Ability to maintain confidentiality and to communicate effectively both verbally and in writing
- Ability to work under pressure, to multi-task, to problem-solve, to take initiative, to anticipate potential problems/conflicts and take appropriate actions, to organize and prioritize workload and meet deadlines
- Ability to supervise the maintenance of complex clinical records and prepare statistical reports from the records
- Ability to work under pressure
- Knowledge of primary care equipment and supplies; knowledge of sterilization techniques and procedures
Competencies:
In addition to bringing a commitment to YMCA vision and values, and an orientation to service, the candidate should possess the following competencies:
- Leadership/Coaching – Ability to direct and develop performance of others to achieve desired result.
- Service Strategy – Ability to identify the needs and wants of members/participants as a priority and respond in an effective and timely manner to enhance every person’s YMCA experience.
- Negotiation/Communication/Interpersonal Skills: Ability to speak, write, listen and secure information in many settings. Ability to cooperate with others to achieve results. Ability to create and build relationships inside and outside the organization.
- Problem Solving – Ability to identify an issue, gather and processes relevant information, determine possible solutions, selects appropriate responses and implements and evaluates them.
- Initiative/Enthusiasm/Innovation – Ability to manage and lead to achieve and exceed identified goals.
- Community Awareness and Understanding – Demonstrates and promotes a personal understanding of and appreciation for the vision, mission, and values of the organization
- Self-Management – ability to appropriately manage one’s own emotions and strong feelings; maintain a calm and tactful composure under a broad range of challenging circumstances; and think clearly and stay focused under pressure. Encompasses self-regulation and mindfulness.
- Teamwork/ Cooperation – ability to work cooperatively and productively with others within and across organizational units to achieve common goals; demonstrate respect, cooperation, collaboration, and consensus-building.
YMCA BC is committed to creating an inclusive, accessible environment where all members of our community feel valued, respected, and supported. We encourage applications from the diverse communities in which we live and serve, including but not limited to people of colour, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity. We have established policies, procedures, and practices to meet accessibility standards throughout the hiring process. Should you require any accommodation throughout the recruitment process, please do not hesitate to contact us.
Application Process:
Internal Applicants: Please apply online through the ADP Workforce Now Career Center.
Application Deadline: Until filled.