Job Summary:

The Clerical Administrative Assistant is responsible to coordinate the administrative support functions of
the Social Work Department at the Oak Street site by supervising and scheduling administrative staff,
the ongoing maintenance, review and evaluation of administrative support activities, administrative
policies and procedures and the administrative operating budget for the Social Work department. The
Clerical Administrative Assistant provides relief scheduling for Social Work staff at the Oak Street

Duties/Accountabilities:

1.    May supervise up to four designated clerical staff by performing duties such as scheduling and co-coordinating work assignments, special projects, developing priorities, determining workload to determine the need to bring in relief staff, provides critical Input into the evaluation of clerical staff's employee performance and determining related training and orientation requirements.

2.    Develops and reviews departmental administrative policy & procedure as needed. Develops new work methods and procedures and identifies problems and alternative solutions as needed.

3.    Develops and monitors the administrative operating budget for the C&W Social Work department
by reviewing budget statements, making decisions with regards to the administrative relief needs,
recommending changes, projecting budgetary requirements and makes recommendations on
budget submission to the director.

4.    Monitors expenditures for the C&W Social Work department and maintains several departmental
funds across the Oak Street site including: Administrative Operating, Education, Alternative
Facilities Fund, along with several trust funds (BCCH Social Work Emergency Fund BCW’s
Social Work Emergency Fund and Y.A.N.A fund). Maintains ongoing records and prepares
annual statements for budget purposes. Manages various petty cash floats for patient/families at
C&W; prepares billing for Finance and to outside agencies for funds disbursed on a weekly/biweekly/
or monthly basis. Maintains a record of expenditures for the department around
equipment and supplies needed and makes decision around ordering supplies and equipment as
needed.


5.    Prepares and adjusts schedules for all social work staff at the Oak Street site. Receives calls
and/or requests from staff regarding absences such as vacation, sick leave and leaves of
absence and assigns staff in accordance with applicable collective agreements upon approval of
leave.

6.    Performs brief assessments of patient/family needs to determine which social worker the referral
should go to. Assist patient/families in crisis at the Oak Street site with practical needs such as
issuing food vouchers/bus fare/taxi vouchers/petty cash. Assists social workers as required by
contacting community agencies or the Ministry of Health to assist in accessing funding on behalf
of patients/families. Contacts and invoices outside agencies for reimbursement of
food/travel/accommodation expenses on behalf of patients/families at C&W.

7.    Monitors Ministry of Children and Family Development Alerts for the Social Work Department on
the Oak Street Site.

8.    Maintains the timekeeping records for all social work staff at the Oak Street site and submits to payroll. Ensures the Input of payroll and personnel related data into the staff scheduling system; responds to inquiries and complaints from staff related to scheduling and timekeeping. Investigates and makes recommendation to Director and/or Clinical Co-coordinators. Works closely With Social Work Clinical Co-coordinator to organize relief schedules and make decisions around relief needs for the department.

9.    Arranges meetings and appointments for department staff as requested; maintains appointment calendar for the Director and prepares material for committees/departmental meetings such as agenda and background information, attends meetings; takes, transcribes and distributes minutes; takes follow-up action as required.

10.    Organizes Social Work Education events/workshops across the Oak Street Site.

11.    Posts all new/vacant positions for C&W Social Work Staff; completes paperwork to fill positions.

12.    Maintains department personnel records; works With Human Resources to ensure an accurate flow of personnel data.

13.    Maintains department files and updates community resources information for patients and staff.

14.    Ensures Social Work intranet Website is up to date by making necessary revisions.

15.    Organizes and updates orientation packages and schedules for students and new staff, provides site and administrative orientation to all new social work staff/students and clerical staff.

16.    Maintains Individual Workload Measurement statistics related to contact with families in the Social Work department.

17.    Co-ordinates referrals from social workers to arrange medical transportation for families coming to C&W for medical procedures. This coordination involves liaison with the family, Children's Foundation, and the C & W volunteer who arranges flights through Air Canada and Horizon Air.

18.    Performs other related duties as required.

Qualifications: