Receptionist Scheduler (DS) – 2023 -139

JOB SUMMARY

The Developmental Services is a regional resource to 33 First Nations Communities. The Developmental Services brings together a diverse group of health care professionals to work together collaboratively to help meet the individual and complex needs of clients 0-18 and adults with developmental disabilities. They deliver allied health professional care to help clients with the developmental needs. They also empower clients and their families to be active participants in working towards their developmental goals.

The Receptionist/Scheduler reports to the Program Manager of Developmental Services.

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
• 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 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 l health priorities of First Nations communities in the Sioux Lookout region
• The ability to perform the requirements of the position on a regular basis.

ROLES AND RESPONSIBILITIES

1. Perform front desk receptionist duties, such as greeting, check-in and checking-out clients, verifying information, scheduling follow-up appointments, organizing transportation etc.
2. Must perform covid screening protocols for all individuals going into the developmental services building.
3. Answering the phone, taking messages and directing to appropriate team members, other internal services and external services
4. Attend to client needs first while still adhering to other responsibilities
5. Communicate with members of the public when an inquiry is made
6. Facilitate client flow (i.e. notifying provider of delays / clients’ arrival, arranging transportation)
7. Schedule individual client appointments and client group activities as directed.
8. Organize and assist team members with scheduling meetings, tele/video conferences.
9. Maintain the wellsky appointment schedule -Coordinate and communicate with clients and staff to ensure availability and feasibility of appointment times and services to be rendered.
10. Complete and send notices of appointments to Nursing Stations, NIHB and referral sources as requested
11. Prepare and distribute accommodation and discharge slips
12. Order equipment, office supplies and other inventories that are required.
o Manage the PPE supplies for the staff for in office and for travel.
o Maintain the client snack and luncheon supplies.
o Manage the department swag materials
13. Monitor the SPOT messaging system for staff traveling during the day.
14. Assist with document entry into Mustimuhw – client information system.
15. Collect, sort and distribute mail; faxing, copying, and printing documents.
16. Keep the reception area clean and always organized
17. Data collection and assistance with special projects as requested
18. Participate in meetings and help at department functions as requested.
19. Take minutes and intradepartmental huddles & meetings
20. Other duties as deemed necessary