Operations Assistant/Support

The Program Admin Assistant provides administrative support to the Clinical Assessment and Resources Services team. The Program Admin Assistant processes assessment and psychiatric referrals, as well as distributes completed assessments. The Program Admin Assistant manages, schedules, and confirms all psychiatric clinics. In addition, the Program Admin Assistant maintains and updates files and processes reports.

Services

• Process assessment referrals which includes; maintaining and updating the participant list and the clinician tracking reports, preparing and distributing clinical forms, preparing and maintaining client files, and notifying the treatment team of processed referrals.
• Distribute completed assessments which includes; maintaining and updating clinician reports and assessment tracking statistics, copying, distributing, and filing completed assessments, and filing completed testing protocols.
• Process psychiatric referrals which includes; preparing participant files, updating participant lists, and scheduling clinics.
• Schedule, confirm, and provide administrative support at all psychiatric clinics.
• Prepare billing for the psychiatrists.
• Maintain and update files for the program.
• Liaise with the pharmacy team.
• Develop, maintain, and update documentation and correspondence such as reports, letters, and forms. Complete all documentation clearly, accurately, and in a timely manner.
• Distribute documents, forms, and correspondence to the appropriate person, department, or external stakeholders.
• Perform other related duties as assigned.

Leadership

• Keep informed on agency policies and procedures, and organizational structure to facilitate questions from the treatment team appropriately.
• Provide direction, guidance, and training to new employees when required.
• Display positive role modelling, agency values, and fairness.