JOB SUMMARY

The mandate of the Health Protection Service is to advance the health of Ottawa residents through the provision and delivery of integrated, client-centric health protection services and programs including: Infection Prevention & Control, Sexual Health, Communicable Diseases, Outbreak Management, Substance Misuse, Emergency Preparedness, Response and Recovery, Food Safety, Safe Water, Health Hazards Prevention and Management, and Healthy Environments as outlined in Ontario Ministry of Health and Long-Term Care standards, protocols and guidelines.  

You perform all phases of clinical reception duties including greeting clients, answering phones, scheduling appointments, inputting data, maintaining an accurate patient/records management system, accepting payments for sales and providing test results to clients. You also provide administrative support to ensure the smooth operation of the clinic.

This position requires you to work onsite/ in-person at 179 Clarence St.

You will be responsible for providing confidential health specific customer service to clients both in person and over the telephone. Your duties include following protocols to: answer inquiries about services offered through the Sexual Health Clinic, assess and review eligibility criteria for clients; schedule appointments efficiently using an electronic charting system; greet and complete client registration accurately; provide test results to clients; process financial transactions; stock clinic exam rooms with medical supplies; complete reprocessing of medical instruments and other duties as required. 

This role requires strong prioritization skills and the ability to function effectively within an electronic health record system to ensure tasks are completed promptly and client records are maintained with precision. Comfort with sexual health topics, empathetic communication and a basic understanding of medical terminology are essential for effective interactions with clients and team members. You will function within a multidisciplinary team setting, while managing your own work effectively.

EDUCATION AND EXPERIENCE

Completion of 1 year post-secondary certificate in office administration or related field

Minimum of 2 years of related office/administrative experience, preferably in health clinic/setting

Experience with graphics and desktop publishing procedures and software is desirable

KNOWLEDGE

• Office and clinical administrative procedures 
• Advanced word processing skills 
• Excel and Power point software at the intermediate level 
• Database software including, but not limited to, systems such as iPHIS
• Various features of fax machine and photocopier to level of simple troubleshooting and for the coaching of others
• Knowledge of basic medical terminology and harm reduction approach
• Knowledge of applicable health and safety legislation, including the rights and duties of workers

COMPETENCIES, SKILLS AND ABILITIES

• Strong interpersonal and communication skills combined with excellent customer service skills especially during busy period, stressful situations or emergencies
• Ability to deescalate client interactions in a safe manner
• Detail oriented, able to schedule appointments meticulously, prepare individual client records correctly using an electronic database
• Processing payments from the public (our clients) accurately following protocol
• Organize and prioritize work
• Format documents using the concepts taught at Advanced Word level 
• Use Excel to intermediate level 
• Use PowerPoint to prepare presentations 
• Search and retrieve information from the Internet 
• Generate computerized reports 
• Proofread and edit documents processed 
• Set up and maintain filing systems, both hard copy and electronic forms 
• Use scanner and colour printer and other office equipment effectively and efficiently
• Displays initiative, reliability, flexibility, punctuality and good judgement skills
• Non-judgemental and discretion on sensitive issues 
• Able to work in an environment of changing priorities and multiple demands 
• Develops a general understanding of public health issues, able to work with the public to provide frontline services
• Able to work effectively in environment focusing on sexual health and harm reduction 
• Clear communications skills 
• Good interpersonal skills including establishing an effective working relationship with professional staff and other branch support staff 
• Problem-solving skills 
• Organizational and time management skills
• Work a variety of shifts covering day and evening service periods