• Schedule and book client appointments and follow-up appointments in accordance with established policies and clinic guidelines, including booking urgent assessment appointments, complex interdisciplinary appointments, team rounds and family and community conferences. Make adjustments in accordance with client and department requirements and notifies both family, legal guardian(s) and clinician, ensuring that appropriate date, time, and location are provided to client.
• Enter and maintain appointments/bookings and clinicians’ availability in the customized clinic application. Communicate with assigned designate prior to making any and all adjustments to clinicians’ availability once entered into the clinic application.
• Place appointment reminder phone calls to client/parent(s)/legal guardian(s) and asks routine screening questions related to policies such as Infection Control.
• Schedule and book interpreters in accordance with established procedure and as directed by clinical team.
• Type and distribute a variety of technical and non-technical material such as appointment letters, correspondence (including re-direct letters), reports, notices, agendas, notes/minutes of meetings and spreadsheets by utilizing various computerized word processing and spreadsheet software packages, creating files, and editing material for stylistic consistency and grammar as required.
• Maintain and update relevant clinic lists such as the Clinic Cancellation List and Child Mind List as per established procedures.
• Receive and register clients upon arrival. Ensure client demographics and appropriate information is complete and accurate and follow up with appropriate parties as necessary. Advise appropriate professional that the client has arrived.
• Assemble and maintain client charts by utilizing appropriate forms and layout in accordance with established procedures and filing documentation. Telephone physicians’ offices or hospitals to request client information/documentation to ensure accuracy of records and charts.
• Perform referral functions including duties such as screening for information as identified by specialty clinics, gathering additional/missing information, entering data, and receiving and processing related paperwork. Schedules new referrals based on established criteria and works with the Case Managers to appropriately schedule urgent referrals based on clinical indicators.
• Perform receptionist and other clerical duties such as answering telephones, responding to inquiries and requests for information, obtaining client files as necessary, printing daily schedule, and forwarding problems and complex queries to appropriate personnel.
• Maintain a variety of records by performing duties such as data entry, collating information, maintaining log sheets and client statistics on items such as client attendance, treatment types, client or treatment cancellations, and waitlist information. Follow up with appropriate team members as necessary.
• Provide clerical support to the Program and the department by performing tasks such as booking meetings, following up on action items, filing, routing paperwork, opening and forwarding mail, faxing, photocopying, preparing mailers and information, arranging for courier, circulating documentation, and ordering standard office supplies by completing requisition orders for authorization/signature.
• Perform other related duties as assigned.

• Grade 12, plus two (2) years’ recent, related experience or an equivalent combination of education, training, and experience.

• Ability to keyboard 45 w.p.m.
• Knowledge of medical terminology.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize work.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.
• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

• Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Access to Work Perks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.