In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Clerical Supervisor supervises more than ten (10) designated staff and oversees the coordination of clerical workflow for designated areas within the department. The role supervises work activities, schedules, coordinates staff, and conducts performance evaluations in conjunction with supervisor. The Clerical Supervisor reviews and revises policies and procedures, sets up protocols for methods of operation, coordinates implementation of new work methods and/or systems and troubleshoots Hospital and Radiology Information Systems for assigned areas. The role monitors expenditures and makes recommendations to supervisor regarding budget for designated areas. The Clerical Supervisor performs patient registration, appointment scheduling and other clerical functions as required.
Duties/Accountabilities:
1. Supervises the clerical workflow and activities of more than ten (10) designated staff within assigned areas by performing duties such as scheduling and coordinating work assignments and staff, providing relief coverage for assigned areas, checking and prioritizing work and providing guidance and advice to facilitate resolutions to work problems. Monitors operations to ensure department standards are met and safety procedures are followed, corrects problems as required and refers discrepancies or concerns to supervisor.
2. Oversees various staffing issues related to performance, orientation and training, staff selection and disputes by methods such as writing employee performance evaluations in conjunction with the supervisor to promote quality work performance, discussing evaluations and clarifying performance expectation with staff, determining orientation and training requirements, documenting performance problems, and discussing recommendations regarding probationary period extensions and disciplinary action with supervisor. Assists with staff selection by attending panel interviews for position vacancies and providing input regarding evaluation of candidates.
3. Participates in the development of operating methods and procedures in order to meet the needs and requirements of assigned areas, the department and legislation by liaising with appropriate personnel, identifying problems, inefficiencies and alternate solutions and recommending changes to supervisor. Identifies inconsistencies in office procedures and develops new work systems by methods such as working together with staff to streamline processes, setting protocols for work methods, developing forms to streamline workflow, discussing changes with supervisor and notifying staff of changed procedures. Revises clerical procedures for approval by drafting and typing items utilizing basic word processing software.
4. Monitors clerical relief needs and ensures they meet budgetary restrictions, discussing clerical budget with supervisor, making recommendations upon request and taking follow up action as directed.
5. Communicates with internal departments regarding clerical issues and/or procedures by methods such as responding to enquiries relating to clerical work flow or procedures, coordinating discussions and working with personnel to resolve work related issues and discussing issues with supervisor as required. Acts as a member of departmental committees when requested, to provide input regarding clerical functions, work load and/or policies and procedures.
6. Troubleshoots Hospital and Radiology Information Systems for assigned areas and provides input into the development of user procedures by methods such as monitoring systems performance within assigned areas, identifying problems to management, suggesting revisions to established procedures and participating in projects as a team member to ensure departmental requirements are met.
7. Performs hospital registration and appointment scheduling and clerical functions as required by performing duties such as receiving patients, scheduling and booking inpatient, outpatient, and day care appointments in accordance with Radiologists’ established priority level and medical/technical staff schedules. Acts as receptionist for designated areas, enters booking and film information into Radiology Information System, enters patient demographics into the hospital’s computerized patient registration system and maintains patient filing system in accordance with established procedures.
8. Maintains statistical records and reports on various activities within designated areas by methods such as gathering data, recording, tabulating and summarizing information for budgetary requirements and workload monitoring.
9. Maintains sufficient levels of stationery supplies for designated areas according to predetermined levels by identifying depleting stock, completing and signing Store’s requisitions to order replacement items and verifying receipt of items by comparing order against original requisition in accordance with departmental procedures.
10. Sets up and maintains departmental filing systems such as purchasing requisitions and statistics by creating computerized or hard files, filing/inputting/placing material into appropriate areas, indexing material when required and establishing bring forward systems to ensure immediate retrieval of required information for reporting purposes.
11. Carries out responsibilities in accordance with health and safety requirements. Immediately reports unsafe situations by notifying supervisor or other appropriate personnel.
12. Performs other related duties as assigned.
Qualifications:
Education, Training and Experience
- Grade 12, graduation from a recognized medical office program plus four years' recent, related experience, including one year in a supervisory capacity or an equivalent combination of education, training and experience.
- May require a valid BC Driver’s License and access to a vehicle. Mileage is reimbursed in accordance with the current collective agreement.
- Ability to communicate effectively both verbally and in writing.
- Ability to keyboard at 50 w.p.m.
- Ability to deal with others effectively.
- Physical ability to carry out the duties of the position.
- Ability to supervise.
- Ability to organize work.
- Ability to operate related equipment.
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