The Client Services Assistant serves as the first point of contact for staff, clients, and visitors arriving at HUCCHC, the Client Services Assistant is a member of the multidisciplinary health care team providing services to members of the community. The Client Services Assistant provides reception, access, intake, scheduling, and administrative support functions and operates and maintains appointment, chart and document management systems.
The Client Services Assistant reports to the Program Manager for Substance Use Heath Manager with overall accountability to the Executive Director.
Perform reception, clerical and administrative support duties.
Welcome participants, receive and greet visitors and participants, assess individual needs and direct them accordingly.
Schedule client, specialist and diagnostic testing appointments.
Prepare, update, retrieve and file charts manually and electronically.
Assist with the provision of services by retrieving and preparing charts and completing registration information for new clients and changes to information for existing clients.
Operate and maintain document management and distribution systems.
Schedule rooms and resources bookings and ensure setting up of rooms.
Maintain and update files, databases and inventory
Receive, sort, date stamp and distribute mail and deliveries daily.
Distribute internal information, materials and/or resources. Maintain mailing and faxing lists and update these lists on a regular basis.
Ensure that the Centre’s mail is taken to the mailbox daily.
Assist in providing information to clients and visitors by maintaining and updating internal bulletin boards and pamphlet displays.
Maintain the reception area by ensuring that it is clean and free of clutter.
Prepare meeting and committee minutes as required.
Prepare internal and external correspondence such as memo, letters, reports, newsletters and other and other items.
Maintain and develop professional competence.
Engage and provide supervision to graduates, students and/or learners as appropriate and in accordance with the Centre’s standards and commitment to learning
Maintain office equipment (e.g. photocopier, fax, and printer) and advise the Office Administrator when reception supplies need replenishing and/or when repairs of equipment are required.
Initiate crisis response procedures when necessary.
Work within an anti-racism, anti-oppression, culturally sensitive, language appropriate framework
Work as part of the inter-professional team at the Centre and adhere to the Centre’s core competencies and the Community Health Centre Model of Health and Wellbeing.
Participate in Centre-wide activities such as the annual general meeting, client-centered activities, annual events and all other special events and activities related to Hamilton Urban Core.
