POSITION SUMMARY:

·    Assist the Manager and the professional staff in the operation of the programs through administrative support.
·    Provide program information in response to public inquiries.

MAJOR RESPONSIBILITIES:

Direct Service:
·    Act as resource for public inquiries about CHS and Audiology, Speech-Language Pathology and Hearing Health Care programs and services, and refer inquiries to appropriate department
·    Provide information to clients and caregivers about accessing and contacting LTC services and refer to appropriate agencies
·    Answer department incoming calls and e-mails
·    Conduct intake questionnaires via phone, e-mail or in person
·    Respond to immediate client complaints and liaise with appropriate staff or manager
·    Provide Audiology, Speech-Language Pathology and Hearing Health Care reception, filing and scheduling relief as needed
·    Provide switchboard relief as needed
·    Other duties as assigned

Administration:
·    Provide confidential and general secretarial support to the manager and other staff when required
·    Provide support to manager and staff for lectures/presentations/workshops (i.e. booking guest speakers, interpreters, CART, location; set-up and clean-up;
payment of honoraria)
·    Attend lectures/presentations/workshops as required
·    Liaise with Manager of Support Services, Director of the Provincial HCC Program, and outside community agencies
·    Responsible for collating statistics and providing reports as required
·    Research, maintain, and update manual/computerized resource lists, files and information in relation to department service, community contact, networks, etc.
·    Maintain a working knowledge of all computer programs among the departments
·    Responsible for trouble shooting computer and office equipment problems
·    Maintain in depth knowledge of the ABELMed medical software package (billing, scheduling, reports)
·    Responsible for devising and producing statistical reports from ABELMed for department, United Way, City of Toronto grants, and MOH purposes
·    Responsible for preparation for HCC Advisory Committee meetings and other meetings including room set up, equipment, dissemination of agendas, booking rooms, CART, etc.
·    Attend HCCP Committee meetings as required
·    Record meeting minutes where required
·    Responsible for creating, maintaining and constant monitoring of schedule systems for the staff of Hearing Health Care Services (entailing the services of Audiology, HAP, ENT, SLP, AR, HCCP, TRT programs and approximately 20 staff) in conjunction with the Manager of Support Services
·    Responsible for scheduling staff meetings and client appointments
·    Provide support to special projects, advisory council, and committees (i.e. Hospital Outreach Program, Toronto Health Coalition, Pre-school S-LP Services, etc.)
·    Provide support to Tinnitus Retraining Therapy program (invoicing, material preparation, and referral screening)
·    Responsible for administration of Hearing Help Classes (i.e. maintaining database, preparing class information and registration forms, advertising, recording revenue, etc.)
·    Provide support to van project (invoicing, scheduling, screening referrals)
·    Assist staff and manager in marketing of programs in the departments
·    Assist in preparation of standards, protocols, and procedures
·    Responsible for maintaining and revising department forms
·    Responsible for ordering office and specialized treatment supplies and making arrangements for equipment repairs in consultation with professional staff and manager
·    Responsible for office security
·    Other duties as assigned

Financial Administration: 
·    Assist manager in materials for budget preparation according to variable guidelines and procedures
·    Assist in preparation of quarterly financial ministry reports and other financial reporting as required
·    Maintain overview of program expenditures in consultation with manager
·    Ensure timely and accurate submission of OHIP claims and maintain records of OHIP submission and revenue in conjunction with the Manager of Support Services
·    Assist manager in general office management and accounting procedures
·    Maintain, code and prepare information for Financial Services including invoices, cheque requisitions, special billings, cash cheques, etc.
·    Responsible for petty cash and related record keeping

Supervision/Volunteer Coordination:
·    Provide guidance and training for student placements, volunteers and staff as required
·    Provide training to professional and administrative staff in office procedures, medical/scheduling/billing systems
·    Act as consultant with respect to medical/scheduling/billing systems to manager and staff of the Hearing Health Care Services departments and ENT office

Community Education:
·    Provide general information to the public about CHS programs and services and the hearing health care delivery system via phone, written correspondence and walk-in inquiries
·    Assist professional staff in displays, presentations and marketing of the services as necessary
·    Participate in specialized campaigns such as the internal United Way Campaign, May Month, etc.
·    Participate in presentations and displays related to Hearing Health Care Services

Professional Development:
·    Attend internal staff meetings
·    Attend and participate in workshops/seminars related to position
·    Keep up-to-date on issues and information related to position and agency
·    Acquire and maintain the ASL proficiency requirement for the position (Intermediate Plus)

LINE OF RESPONSIBILITY:

Manager, Audiology, Hearing Aid Program

QUALIFICATIONS:

Bachelor’s degree in Health Sciences or equivalent
3-5 years related work experience preferably in a medical office setting and/or social service agency
Proficiency in MS Office Suite, Internet and databases
Proficiency in ABELMed software or comparable scheduling/billing software
Familiarity with the OHIP billing system an asset
Demonstrated communication skills and ability to multi-task and work under pressure to meet deadlines
·    Proficiency in American Sign Language (ASL) or willingness to learn
·    Demonstrated sensitivity to working in a culturally diverse environment