Office Clerk

Job content

Position Summary:
Wellington-Dufferin-Guelph Public Health is a community-centered agency dedicated to promoting and protecting the health of Wellington County, Dufferin County and Guelph communities. Our team works to achieve this each and every day by offering important, evidence-based health information, programs and services. Our goal is to support our community members in achieving their highest level of health.

Joining our team will involve working with passionate people and performing meaningful work that will support a healthier community for over 272,000 area residents. We believe it’s important to promote health in our own workplace, because in order to be our best, we have to feel our best. At Wellington-Dufferin-Guelph Public Health our goal is to help maintain not only the physical, but emotional, financial and social health and well-being of our team. Our employees enjoy a competitive compensation package, professional training and development opportunities and a healthy work-life balance.

This position will provide basic administrative support and back office support to divisional staff in all programs across the Agency. This will include school immunizations, vision clinics, seasonal influenza clinics, mass immunization clinics and sexual health clinics, if required. This role will provide basic coverage for reception and is responsible to provide a positive first impression of the organization to callers and visitors via phone, in person, on line registration and one on one. This role will provide basic data entry support to divisions by entering data and is accountable for timely and accurate data entry, and basic data extraction, if required.
The role is intended to provide flexibility for staffing where there is a business or operational need or during busy periods with community events or clinics.

• Basic administrative support - filing, photocopying and sorting, client charts.
• Provide excellent customer service to all clients, respond to inquiries.
• Assist in flow of clients for clinics.
• Obtains information from clients to progress registration using standardized documents (forms and/or databases).
• Book appointments for clients.
• Sort and tally client utilization data.
• Enter survey data and health records in database.
• Maintains onsite inventory if clinic supplies required by divisional staff i.e. stocks clinic rooms; prepares/packs supplies for offsite clinics, print materials for client’s services, needle exchange supplies (packing and distribution to other sites), packing of vaccines.
• Prepares charts for daily clinics; files correspondence; archive charts.
• Prepares and distribute packages e.g. school assessments, immunization reminders.
• Handle incoming and outgoing deliveries and mail.
• Retrieve health records for clients and/or healthcare professionals.
• Locate internal staff as needed for visitors.
• Direct callers to appropriate staff/department.
• Prepare packages for distribution- school assessments, travel reminders; immunization reminders, information for health providers, educational materials for health promotion activities and photocopy and fax information.
• Order, maintain and ensure availability of office supplies as advised.
• Prepares monthly inventory report for vaccines, contraceptives and medications and forwards information to Vaccine Coordinator in accordance with program initiatives.

Hours of Work:
Monday to Friday, 8:30 AM to 4:30 PM

Position Effective:
ASAP

Requirements:

• Secondary School Diploma.
• 1-year relevant work experience.
• Familiarity with medical terminology.
• High degree of accuracy and attention to detail.
• Able to multitask.
• Problem solving skills.
• Strong typing skills.
• High degree of comfort with computers, able to adapt and learn computer programs quickly.
• Tack and discretion required.
• Excellent customer service skills.
• Good written and verbal communication.
• Good organizational skills.
• Able to work as part of a team or independently.
• Availability for various shifts, day, evening, weekend.
• Able to work at locations throughout Wellington, Dufferin, and Guelph.

Note: If successful in the hiring process, it is important to understand that you would be an employee of a health care organization that believes strongly in the importance of vaccination as a necessary public health measure to control the spread of COVID-19. Vaccinations against COVID-19 align with our organizational mission, vision, and values at The Agency, which focus on improving the health and well-being of our community. Employees are required to receive full COVID-19 vaccination, which includes two doses and any future applicable immunizations. Employees who are unable to be immunized due to a valid medical contraindication must have a Statement of Medical Exemption Form completed by their primary care provider.

Closing Statement:
We thank all applicants, however, only individuals selected for an interview will be contacted.

WDG Public Health is an equal opportunity agency. Personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act, and will be used to determine eligibility.

WDG Public Health is committed to providing accommodations during the recruitment process for people with disabilities. If you require accommodation(s), please advise Human Resources in advance and we will work with you to meet your needs.