Relief Clerk (Public Health)

The Role

Provides clerical, administrative, program, and reception support to management, staff, and the public for assigned program area within the department based on operational needs.

Duties/Responsibilities

• In the absence of program assistants, provides administrative support to assigned program area in the Department, including clinics. Drafts, formats, and edits documents (e.g., agendas, minutes, correspondence, reports, forms), for approval. Coordinates meeting logistics (e.g., catering, equipment, room booking).
• Greets visitors to program areas (phone, in person). Responds to questions, takes client information and messages, and directs to appropriate staff. 
• Schedules client appointments in health information system. Processes referrals, creates client health records, and scans and distributes/files lab results and intake forms. Screens clients for service based on set program eligibility criteria. Performs reminder phone calls for upcoming appointments. Observes response/condition of clients during waiting time following immunization, and notifies staff and/or emergency service personnel in the event of an adverse reaction.
• Enters, maintains, and tracks program data in spreadsheets and databases (e.g., communicable diseases, immunizations, demographic/personal information). Processes client referrals. 
• Processes mail and faxes, including courier and mass mailouts.
• Maintains program supplies (e.g., office, clinic, forms/pamphlets) and lists of program materials.
• Keeps keys for program/storage areas and unlocks/secures doors, as required. Submits facility work orders, as required.
• Processes cash payments for clinic. Secures monies, maintains cash float, prepares receipts/documentation, reconciles receipts, and forwards to Finance. Prepares bank deposit. 
• Assists with set-up/take down (e.g., equipment, supplies, furniture).
• Participates in emergency response activities per prescribed role in the department’s emergency response plan. 
• Performs related duties as assigned.
   

Knowledge, Skills, and Abilities

• Knowledge of office procedures, word processing, and communication skills acquired through a grade 12 education plus 2 years of related experience (or an equivalent combination of higher education and lower experience).
• Knowledge of and ability to follow corporate and departmental policies and procedures, and legislation (e.g., privacy, accessibility). Familiarity with medical terminology.
• Ability to exhibit confidentiality and discretion in handling confidential/sensitive material.
• Time management and organizational skills to collect, compile, and report information for the program; work independently; adapt to changing priorities; and meet program needs, deadlines, and priorities on an interim basis with sometimes short notice of assignment to carry on workload of program assistants.
• Communication and customer service skills to relate effectively with all levels of staff, clients and members of the public; respond to program inquiries; and participate as an effective team member. 
• Ability to read, write/draft, and edit program reports, correspondence, program resources, and messages. Ability to complete forms, enter data, and maintain records. 
• Computer skills with ability to use software such as Microsoft Office, provincial databases, the internet, and a document management system. 
• Ability to travel within Waterloo Region.
• Ability to work shifts, including evenings, as part of a set schedule.
• Ability to support and demonstrate the Region’s values.