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As part of the provincial mental health services continuum, BC Mental Health & Substance Use Services (BCMHSUS) provides a diverse range of specialized, "one-of-a-kind" tertiary mental health and substance use services to adults across the province. These include services located at the Forensic Psychiatric Hospital and six regional clinics, the Burnaby Centre for Mental Health & Addiction, and Heartwood Centre for Women. In addition to delivering these clinical services, BCMHSUS provides provincial leadership for system-wide improvement through its work in: health promotion and illness prevention; knowledge exchange; and research and academic teaching.

 

BCMHSUS is an agency of the Provincial Health Services Authority (PHSA), which plans, manages and evaluates selected specialty and province-wide health care services across BC. PHSA embodies values that reflect a commitment to excellence. These include: Respect people • Be compassionate • Dare to innovate • Cultivate partnerships • Serve with purpose.

 

 

Forensic Psychiatric Services

Burnaby Centre Administration

Program Support Assistant
Reference #61854        

Casual (0.01 FTE)

Start Date: September 25, 2017

Pay Rate: $18.10- $19.98/hour

Burnaby, BC- Burnaby Centre for Mental Health & Addiction


In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.  The Program Support Assistant performs a variety of administrative support functions such as inputting client information into computerized client information systems, word processing, composing and signing correspondence, typing reports and documents, answers general inquiries related to programs and policies, booking appointments and meetings. Assists the community/public health nurse, allied health professionals, and other team members in the organization and operation of designated program clinics/services.

 

 

Duties/Accountabilities:

1. Inputs client information into a variety of computerized public health information systems such as, PARIS and Cerner, , including updating existing files, completing a variety of forms as required, and forwarding designated forms/files to applicable area. 

2. Maintains client’s chart/electronic health record by performing duties such as receiving, inputting referral/admission information, creating charts/electronic health record in accordance with established procedures, ensuring material is labelled with client information, and filing/inputting material such as lab results into relevant sections.  Verifies Physician billing numbers as applicable to program/site, prints, separates, collates and files client information.  Forwards print outs to appropriate staff members. 

3. Inputs data from assessments and health records, case reviews, progress notes, referrals and summaries to a variety of data systems.  Provides completed documents to physicians and staff for review and further use on the units/wards. Revises documents as requested.  


4. Performs general word processing, updating program and policy manuals, preparing various reports, documents, posters and presentation materials and correspondence using current software applications such as word processing, spreadsheets, graphics and databases. 

5. Compiles and collates statistical information such as admissions, discharges, certifications, assessment completion, as directed by recording information, summarizing and/or entering into computerized systems, entering commands to generate reports as required for review by designated team members and/or forwarding data to appropriate team members for action. 


6. Acts as a receptionist by answering telephone, taking messages and directing calls/visitors to appropriate personnel, , greeting patients and visitors, advising staff when appointments have arrived, providing general information over the phone and in person to clients and their families, physicians, staff and the public about program services and other available community resources. 

7. Performs a variety of clerical duties such as setting up and maintaining files, and flagging and bring forward systems; creating new computerized and hard files; processing files for deletion/archiving based on established timeframes for various types of files; opening, sorting, and distributing incoming mail and outgoing mail; coordinating the transmittal of faxes; attending meetings, transcribing minutes, orienting new staff by providing an overview of work area, advising staff of office procedures, and demonstrating use of various equipment; and maintaining orderliness of staff areas and communication boards. 

8. Receives, records and transmits various forms/client information to physicians, nursing team members and others, according to established procedures for the transmission of emergent requirements and commencement of immediate action by required personnel. 

9. Maintains departmental levels of stationery and office equipment.  Orders supplies; completes requisitions and forwards for approval, checks goods received against packing slips. 


10. Operates office equipment such as photocopiers, shredder and fax machine and carries out minor maintenance, such as loading paper and removing paper jams.  Refers further maintenance to appropriate personnel. 


11. Maintains tracking sheets for clients’ money transactions into/from the in-house client banking. 

12. Prepares and maintains staff lists with names, position, program, address, phone numbers, pagers, etc. 

Performs other related duties as assigned

 


Qualifications

Education, Training and Experience 

• Grade 12, graduation from an Office Administration program supplemented by one (1) year’s recent, related experience or an equivalent combination of education, training and experience.  Valid BC Driver’s License.  Local area travel requires the use of a personal vehicle for which mileage will be reimbursed. 

Skills and Abilities 

• Knowledge of office practices and procedures. 
• Knowledge and proficiency in relevant software. (Word, Excel, graphic applications) 
• Ability to keyboard 5,000 keystrokes per hour. 
• Ability to type 50 wpm. 
• Ability to communicate effectively both verbally and in writing. 
• Ability to work independently and effectively with others. 
• Ability to be sensitive, tactful and diplomatic with clients and the public. 
• Ability to organize and prioritize work. 
• Ability to compile information. 
• Ability to perform relevant calculations. 
• Ability to operate related equipment. 
• Physical ability to carry out the duties of the position.

 

Applications will be accepted until position is filled.

 

For more information on all that the PHSA has to offer, please visit: http://careers.phsa.ca

 

PHSA is committed to employment equity and hires on the basis of merit. We encourage applications from all qualified individuals, including Aboriginal peoples, persons with disabilities and members of visible minorities.

 

Privacy Policy

Provincial Health Services Authority (PHSA) respects your right to privacy and takes seriously its responsibilities regarding the collection, use and disclosure of your personal information. Personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act of BC, section 26 (c). The personal information that you provide when applying for a job with PHSA will be used to assess your qualifications and suitability as a potential employee of PHSA, as well as for the purposes of recruitment and onboarding. We may also collect and use additional personal information provided by you or your references in the course of the evaluation and hiring process that will become part of your employment file if you are a successful candidate.

Your information will be shared with our staff on a “need to know” basis. We do not sell or rent the information you provide to us to third parties. However, we do contract with a service provider to assist us in maintaining and managing our databases and to communicate with job applicants. We do not authorize this third party to make any other use of your information. To view the third party vendor privacy policy please refer to https://www.brainhunter.com/EN/Privacypolicy.html.

Under certain circumstances, some personal information may be disclosed pursuant to the Freedom of Information and Protection of Privacy Act of B.C. For example, where we believe in good faith that the law requires disclosure of such information in response to legal process and law enforcement rights.

If you have any questions about the management of your personal information, please email careers@phsa.ca.