Health Office Assistant

Job Responsibility:

Malahat Nation

110 Thunder Road | Mill Bay, BC| V8H 1B8 Tel: View phone number on ca.edajobs.com | Fax View phone number on ca.edajobs.com View email address on ca.edajobs.com |

Health Office Assistant

REPORTS TO Director of Health START May 2025 COMPENSATION $ 27.57 - $ 28.39 (NEE: 9) to $ 29.87 - $ 30.77 (NEE: 12) - the above salary is subject to education, experience, and / or a combination of both. STATUS 1-Year Term | Leave of Absence Coverage | 35-hours per week fulltime Malahat Nation represents approximately 350+ members with two reserve lands located on the western shore of Saanich Inlet, south of the village of Mill Bay, about 40 kilometres north of Victoria, British Columbia. Malahat Health operates in a new building with a dedicated team to provide physical and mental health services to community members. Malahat Nation is seeking a Health Office Assistant that is passionate about health, well-being, and social determinants of health. This position is ideal for you if you are an innovator able to engage in the community and you have a strong desire to make a difference in our community. Our staff are offered opportunities for professional growth and development. PURPOSE: Reporting to the Director of Health, the Health Office Assistant (HOA) is an integral member of a multidisciplinary team; the HOA will provide reception and clerical support to the Health team, the Community Health Nurse (CHN), Nurse Practitioner, and allied health professionals and direct support to clients. This position is a fulltime 1-year term backfill position with the possibility of an extension subject to review and reassessment thereafter, works in the office, and minimal local travel as required. RESPONSIBILITIES: Provide telephone and in-person receptionist duties for the health clinic, including:

• Greet and welcome patients, guests and business representatives; determine their needs and put them in contact with appropriate staff.
• Receive incoming calls and answer routine inquiries; screen and/or transfer calls to the appropriate member of the team.
• Facilitate the tracking and monitoring of the location of all staff.
• Take messages or forward them to voice mail for all staff.
• Maintain reception area and all common areas in a clean and tidy manner at all times including but not limited to reception, lobby, hallways, and closet(s)
• Maintain and sanitize all doorknobs, outer and inner (office, kitchen appliances, washrooms, and external doors); ensure dishwasher is emptied on a regular basis
• Maintain and operate standard office equipment on a regular basis, including facsimile, photocopy, and computer

Provide and manage clinic intake and bookings, including:

• Schedule and confirm medical appointments with clients.
• Records management including but not limited to entering and formatting electronically based medical reports and correspondence.
• Assist clients complete documents and medical history forms
• Build positive relationships with individual clients in support of good health outcomes.
• Direct and schedule client appointments with an appropriate member of the health care team, including recall and/or follow up.
• Answer routine inquiries of visiting clients, including assisting clients to access the services of other agencies.
• Manage electronic patient files.
• Provide other services for clients as directed by clinicians.

Provide clerical support services for all members of the Health Care team including:

• Facilitate the smooth operation of reception and related areas of office.
• Provide administrative support to Health Care team, including: reports, letters, notices, and scanning.
• File patient history/treatment records in a manner that allows for easy location and fast retrieval.

Archive files:

• Enters patient data into med access and Mustimuhw software
• Pick up and sort mail.

Manage medical and office supplies in the clinic, including:

• Inventory control and ordering of consumable medical supplies
• Stocking of rooms, and sterilizing equipment and supplies as needed
• Manage an inventory control system, including ordering and shelving supplies.
• Other duties as required

EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS:

• Grade 12 Diploma or equivalent is required
• Must have or be willing to obtain the following requirements ( support may be available ):
  • Office Administration and / or Medical Office Assistant and related training
  • Food Safe certificate
  • CPR and Standard First Aid certificate
  • Other related training as needed
• Diploma in Office Administration, or Medical Office Assistant (MOA) or certification and training in a related field is an asset; a combination of experience and willingness to complete MOA/HOA related training
• Experience working as a Health Office Assistant is an asset
• Experience working in a First Nations community and a willingness to learn about Malahat culture, customs, and traditions is an asset
• Criminal Record Check (CRC) required
• Valid BC Driver's License and reliable vehicle required
• Effective December 3, 2021 full vaccination against COVID-19 is required to be eligible for employment at Malahat Nation. All individuals must show Proof of Vaccination as a mandatory condition of their employment

KNOWLEDGE, SKILLS, AND ABILITIES:

• Proficient use of Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, etc.
• Excellent written, oral and interpersonal communication skills, with strong analytical and problem- solving skills
• Strong organizational skills, ability to prioritize all tasks to meet given deadlines
• Time management with the ability to multitask different tasks simultaneously
• Ability to work in a team environment as well as work independently
• Ability to work in a high paced environment dealing with difficult emotional and critical issues
• Proven ability to maintain confidentiality
• Commitment to patient centered care
• Knowledge of medical terminology and electronic medical record systems is an asset
• Ability to use typical office equipment including fax machines, telephones and computers.

Interested applicants are invited to submit a detailed cover letter, current resume, and three references. Please clearly indicate the ‘Job Title' in the ‘Subject Line' upon submitting. Human Resources Department, Malahat Nation In person, fax View phone number on ca.edajobs.com or via email Email: View email address on ca.edajobs.com Website: Deadline: Recruitment Open Until Position Filled. Pursuant to section 41 of the BC Human Rights Code, preference may be given to applicants of Aboriginal ancestry. We thank all applicants in advance but only those selected will be contacted.

Education : College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years Experience : Experience an asset