Office Assistant F – Outpatient Mental Health and Addiction Services – Full Time

Purpose

To provide clerical support to the Outpatient Mental Health and Addictions portfolio. This position is primarily assigned to Outpatient Psychiatry, with the expectation of supporting other departments as needed. Responsibilities include managing waitlists, registration, discharge, health records management, and statistical and financial tracking.

The Office Assistant plays a crucial role in maintaining smooth operations by keeping accurate records, ensuring timely task completion, and contributing to overall productivity. Daily duties include, but are not limited to: data entry, report creation and submission, inventory management, supply ordering through the material requisition system, assisting clients with appointments, and providing initial support via Mental Health First Aid to those experiencing a crisis.

You will work with a multidisciplinary team including physicians, nurses, allied health professionals, the MH&A leadership team, and other hospital support staff.

Duties

• Provide clerical support to clients, psychiatrists, residents and staff of Outpatient Psychiatry, Medication Clinic and other programs as required.
• Provide administrative assistance to psychiatrists, residents, and staff.
• Schedule, reschedule, and cancel patient appointments.
• Maintain and update physician and staff calendars, including meetings, time-off, and on-call rotations.
• Register and discharge clients in Meditech and/or Catalyst and manage health record charts.
• Act as the first point of contact for patients, families, and visitors.
• Respond to inquiries, provide appointment reminders, and assist with transportation support (bus passes, taxi slips).
• Create and mail letters, update health cards with the Ministry of Health, and distribute patient experience surveys.
• Monitor and respond to emails, phone calls, and entrance doors.
• Prepare and distribute meeting minutes, maintain filing systems, and manage supplies.
• Fax, copy, and create documents and spreadsheets as needed.
• Submit work orders and may act as the department’s Health & Safety representative.
• Complete monthly and quarterly data collection for ministry reporting and funding.
• Track and forward invoices to Accounts Payable.
• Coordinate with housekeeping and other departments to ensure a clean and well-stocked environment.
• File and retain both paper and electronic health records.
• Maintain organized filing systems (paper and electronic).
• Other duties as assigned.
  
  

Qualifications

• Certificate in Health Office Administration or Diploma in Office Administration, or equivalent experience (preferably in a healthcare setting).
• Non-Violent Crisis Intervention Training Certificate or willingness to obtain.
• Mental Health First Aid Certificate or willingness to obtain.
  
  

Experience

• Minimum 2 years of experience in a healthcare administrative role, preferably in a mental health and/or addictions setting.
• Minimum 2 years of customer service experience.
  
  

Abilities

• Ability to manage phone, in-person, or message-based crises related to mental health and addictions.
• Experience with Electronic Medical Records systems.
• Familiarity with hospital software such as Meditech, Meditech-AMB, Patient Care Systems, InfoMed, Community Wide Scheduling, Order Entry, Agility, Sysco, Catalyst, CRMS and Ontario Telemedicine Network (OTN).
• Demonstrated knowledge with transcription of physician orders
• Demonstrated ability to maintain successful working relationships; ability to meet and interact with people in a pleasant, professional, responsible and reassuring manner, both in person and on the telephone; tact, courtesy and alertness in public contacts
• Strong time management and organizational skills.
• Proficiency in Microsoft Office, including use of formulas.
• Ability to operate fax and photocopy machines.
• Skilled in using phones, computers, tablets, and video conferencing tools.
• Accurate data entry, keyboarding, and filing skills.
• Ability to work independently and adapt in a fast-paced, dynamic environment.
• Ability to communicate with patients with special needs (i.e. speech, communication difficulties).
• Willingness to work across all programs within the Outpatient Mental Health and Addictions portfolio.
• Strong interpersonal skills and professionalism in client and team interactions.
• Knowledge of medical, mental health, and addiction terminology.
• Understanding of ministry-related statistical reporting.
• Commitment to confidentiality and compliance with PHIPA.
• Demonstrated alignment with Sault Area Hospital’s values, mission, and performance standards.
  
  

Note: Because of the changing nature of the work and work to be done, other responsibilities and duties may be assigned and qualifications may be adjusted from time to time.

Individuals will be selected on the basis of their ability, experience and qualification as identified in the resume which they have attached to the posting application form. The Hospital reserve the right to conduct a formal interview and/or testing where required.