Pacific Centre Family Services Association

Job Summary:
Provides administrative support by managing records, scheduling appointments, preparing documents, and maintaining filing systems. This role ensures smooth office operations and effective client care coordination within a community serving organization.
EMR System: MYLE

Key Duties and Responsibilities:

• Answer phone calls, respond to email inquiries, and assist clients with scheduling, check-ins, and navigating medical and counseling services.
• Manage the waiting room, address general inquiries, and assist with client intake and documentation.
• Coordinate patient appointments, including follow-ups, recalls, and diagnostic procedures.
• Escort clients to exam rooms, prepare rooms for appointments, and maintain up-to-date patient information.
• Take and record vital signs (e.g., blood pressure, temperature, pulse)
• Collect specimens for lab tests (e.g., urine, blood)
• Provide administrative support including typing, transcribing, drafting correspondence, and managing documents (scanning, data entry, patient files, and records).
• Sort and distribute incoming mail, faxes, and messages.
• Maintain office spaces, meeting rooms, and ensure equipment is stocked and functional; order supplies as needed.
• Set up, take down and clean up for medical procedures ensuring medical instruments/furniture and rooms are sterilized, including operation and maintenance of the autoclave.
• Collaborate with multidisciplinary teams to ensure efficient client care and participate in meetings and quality improvement initiatives.
• Support management and staff with scheduling, organizing meetings, and assisting with event coordination, including staff functions and fundraising efforts.
• Assist with updating the website, social media platforms, and posting/distributing printed information for clients and staff.
• Provide feedback to leadership to improve workflows and support quality improvement activities.
• Perform other related duties as required.

Education and Knowledge:

• Grade 12, plus completion of a program of up to one (1) year in business/office administration training or a related field.
• Training and Experience: Three (3) years recent related experience. Or an equivalent combination of education, training and experience