Receptionist/Scheduler, Outpatient Mental Health Service

Deadline: Dec 14th - 4:30pm
Location: Sioux Lookout, ONCommitment: Full Time

Nodin Child and Family Intervention Services is the mental health department of Sioux Lookout First Nations Health Authority. It is a resource available to First Nation children, youth, adults and families from 33 communities served by SLFNHA. The majority of these communities are remote, not road accessible and only reachable by air transportation. Nodin CFI has several services: counsellors travelling to First Nation communities, a crisis response program, community-based counsellors, traditional healing, etc., and an outpatient mental health service based in Sioux Lookout.

The Receptionist/Scheduler is one team member of the Outpatient Mental Health Service. He/she greets clients, organizes the schedule of a multi-disciplinary team, completes a myriad of other clerical tasks and has direct contribution and impact on client experience. Communication, scheduling, and coordination are significant responsibilities of this position.

The Outpatient Mental Health Service provides intensive brief counselling, crisis intervention and safety planning with individuals demonstrating very “high risk” behaviours, serious emotional/behavioural disorders, and trauma symptoms that cannot be responded to at the community level. Individuals meeting criteria travel from communities for a short stay in Sioux Lookout to receive this support.

The Scheduler/Receptionist reports to the Outpatient Mental Health Clinical Manager.

Qualifications

  • Minimum requirement is a high school diploma or equivalent
  • One to two years of experience as a receptionist or clerk in a mental health or medical environment
  • Diploma, certificate or degree program in office administration is an asset
  • Having mental health related courses considered an asset
  • Self-starter, comfortable in a multi-tasking environment, calm under pressure, diplomatic
  • Problem solving capability and ability to work under minimal supervision
  • Can function effectively in a fast-paced and ever-changing mental health environment
  • Must have excellent time management skills to effectively maintain a busy schedule
  • Must possess a friendly, sensitive and engaging approach toward mental health clients
  • Excellent customer service and interpersonal skills
  • Can maintain a calm, courteous and customer-oriented demeanor during crisis situations
  • Positive attitude with a team-player approach to ensuring clients receive quality care
  • Professional integrity and the ability to maintain confidentiality is essential
  • Must have a consistent and professional telephone persona and the same when greeting clients
  • Can successfully handle a high volume of in-bound calls and making outbound calls
  • Must be organized and diligent to maintain an office schedule
  • Accuracy and strong attention to detail is a must
  • Excellent written and verbal communication skills
  • Ability to read, understand and follow written and oral instruction
  • Proficient in typing and filing
  • Competent in the use of computers
  • Must have working knowledge of common software products to manage schedules and paperwork
  • Must be able to operate multi-line telephone, fax, copy machine, computer and calculator
  • Ability to communicate in one or more of the First Nations dialects of the Sioux Lookout region will be an asset
  • Knowledge of the people, culture and mental health priorities of First Nations communities in the Sioux Lookout region

Responsibilities

  • Perform front desk receptionist duties, such as greeting, check-in and checking-out clients, verifying information, scheduling follow-up appointments, organizing transportation etc.
  • Answering the phone, taking messages and directing to appropriate team members, other internal services and external services
  • Attend to client needs first while still adhering to other responsibilities
  • Communicate with members of the public when an inquiry is made
  • Facilitate client flow (i.e. notifying provider of delays / clients’ arrival, arranging transportation)
  • Schedule individual client appointments and client group activities
  • Organize and assist team members with scheduling meetings, tele/video conferences
  • Maintain the Outpatient Service appointment calendar
  • Optimizing scheduling efficiency
  • Communicate weekly schedule to the team including revisions as necessary
  • Coordinate and communicate with clients and staff to ensure availability and feasibility of appointment times and services to be rendered
  • Complete and send notices of appointments to Nursing Stations, NIHB and referral sources
  • Prepare and distribute accommodation and discharge slips
  • Order equipment, office supplies and other inventories that are required
  • Manage and maintain a filing system that has been implemented
  • Collect, sort and distribute mail; faxing, copying, and printing documents
  • Keep the reception area clean and always organized
  • Data collection and assistance with special projects as requested
  • Participate in meetings and help at department functions as requested
  • Other duties as deemed necessary