POSITION: Clinical Administration Clerk
Reporting to: Clinical Program and Site Manager – Dave Lede House
Job status: Full-time, 1.0 FTE
Canuck Place Children’s Hospice (CPCH) is British Columbia’s recognized pediatric palliative care provider. For over two decades, through the many programs and services we provide, we have made a significant difference in the lives of children with life-threatening illnesses and the families who love them. Be part of a talented and innovative team that takes pride in supporting and providing the highest quality pediatric palliative care.
HERE’S WHY IT’S SO GREAT TO WORK WITH US. Aside from being surrounded by a friendly, inclusive, dedicated team, Canuck Place offers employees up to 20 days’ vacation (pro-rated to their full-time equivalency), an 100% employer-paid benefits package, a Health Spending account that provides up to $500 annually to provide additional coverage for health and wellness activities/services, participation in the Municipal Pension Plan (MPP), as well as various learning opportunities. Canuck Place Children’s Hospice also has a ‘Care For the Caregiver’ committee who provides ongoing, creative activities to connect us with one another as a reminder that it’s ‘this’ moment that really counts.
The Clinical Administration Clerk performs a variety of clerical/administrative functions including directing phone calls, managing supplies and equipment, maintaining patient records, supporting reception, assisting in scheduling, etc. for the clinical care team. In collaboration with the Clinical Manager, Nursing supports operational processes including scheduling and payroll. A high degree of professionalism, compassion and ability to act as a positive ambassador for the organization is crucial.
- Provides administrative support to the nursing team including directing phone calls, typing letters, preparing presentation and/or orientation materials, filing, faxing, etc.
- Maintains patient charts and records, including centralized database. Coordinates sharing of information between Vancouver Hospice and DLH Abbotsford by uploading documents, and sending and receiving charts by courier.
- Coordinates Telehealth and Video Conference needs for Care team as well as set up for education in collaboration with the Nurse Educator.
- Conducts hand hygiene audits and report according to CPCH IPAC (Infection Prevention and Control) policies.
- Monitors, orders and maintains clinical supplies.
- Prepares and faxes weekly orders for medical and pharmacy supplies and arranges to have these items picked up or delivered.
- Coordinates and maintains current processes for oxygen supplies and Medical waste.
- Maintenance of medication wardstock reconciliation and ordering of wardstock process.
- Picks up and/or takes medications, clinical supplies, laboratory specimens to/from hospital as required.
- Maintains various binders, including Preventative Maintenance, Equipment Sign-Out, etc.
- Responsible for equipment maintenance in coordination with Bio-Medical Technician (Abbotsford Regional Hospital) and other contractors.
- Supporting clinical meetings by taking minutes, and distributing agenda and meeting minutes.
- Takes minutes for any cross functional DLH team meetings e.g. DLH Managers, Monthly meeting etc.
- Supports the team in calling out (or using appropriate messaging app) to meet additional or unexpected staffing needs.
- With Clinical Nursing Manager approval of the clinical nursing schedule, compiles timesheets and supports operational processes related to scheduling required for payroll purposes.
- Works closely with the Payroll Specialists to ensure that all payroll related information for the DLH locations is sent to the Finance team for processing by the designated deadlines
- Pre-Admission Phone Calls; (this may be the IPAC calls for screening in the flu season).
- Assists Nursing Manager with preparing and scheduling orientation of new team members.
- Sending out and receiving and summarizing Family feedback forms.
- Acts as the point person to elevate I.T. issues and provides basic I.T. support as appropriate.
- Acts as the point person to report any phone system related issues to the appropriate internal and external contacts for resolution.
- Experience as a(n) MOA/Unit Clerk/Personal Care Assistant/Health Care Attendant or equivalent experience.
- Demonstrated experience working with children and families.
- The administrative and organization skills to support operational excellence.
- Flexibility to work in a fast-paced environment with scheduled deadlines and open to opportunities to support project work based on organizationally directed priorities.
- Self-directed, with the ability to work independently and also collaboratively within a team.
- Contributes to the CPCH culture by understanding and supporting our Mission and Vision and actively demonstrating our Values.
- In accordance with the strategic directions of CPCH, patient safety is a priority and a responsibility shared by everyone at CPCH, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
- Protects the health, wellness and safety of self and others by complying with applicable regulations and standards, safe work practices and procedures established by CPCH. Employees must report any health hazards and unsafe conditions to their supervisor for corrective action.
- Assumes other related responsibilities within the Hospice, as assigned.
EDUCATION AND EXPERIENCE
- High school diploma, supplemented with a minimum of two years related administrative experience.
- One year experience as a(n) MOA/Unit Clerk/Personal Care Assistant/Health Care Attendant or equivalent experience.
- A medical terminology course and/or medical office experience is preferred.
- Experience in a similar environment (e.g. health care, non-profit) is an asset.
- Demonstrated ability to work efficiently in a fast-paced, diverse and emotionally sensitive environment.
- Calm, pleasant demeanor, particularly in the face of distractions and stressful situations.
- Strong knowledge of office practices and procedures and business correspondence.
- Demonstrated ability to handle fluctuating priorities and timelines.
- Demonstrated ability to respond to multiple enquiries and requests for information in a timely manner.
- Ability to build and sustain effective working relationships and interact with individuals at all levels, including staff, volunteers, children and families, donors and stakeholders in a professional and respectful manner.
- Demonstrated ability to work independently, as well as a collaborative member of an interdisciplinary team.
- Effective verbal and written English communication skills.
- Physical ability to perform the duties of the position.
- Well versed in MS Office (Outlook, Word, Excel), good data entry and typing skills.
- High degree of proficiency in computer applications, including MS Office, and good data entry and typing skills.
- Adept at learning computer and phone applications, such as scheduling and payroll software.
- High level of accuracy, coupled with a keen eye for detail.
- Proven organizational skills.
A clear driving record is required. Access to a vehicle is an asset.
Note: Flexibility is necessary, as this position may require occasional weekend and evening work and travel within and outside the Lower Mainland.
Please submit your cover letter and your resume at https://www.canuckplace.org/about-us/careers/ this position will remain open until filled. We recognize the importance of a diversified workforce, and we encourage First Nations, Inuit and Metis candidates, members of visible minorities and persons with disabilities to apply.
We thank all applicants for their interest; however, only those candidates who have been short-listed will be contacted.