Clinic Secretary/Clerk - UBC, Vancouver

AI Summary

UBC is hiring a Clinic Secretary/Clerk for its Vancouver Campus, supporting Student Health and Wellbeing. This role involves front desk reception, appointment scheduling, and comprehensive administrative support for counselling staff. Key requirements include strong organizational ability, experience in a high-paced office environment, and a commitment to providing excellent service to students.

About the Role

As a Clinic Secretary/Clerk at UBC in Vancouver, you will be integral to the Student Health and Wellbeing department, providing crucial administrative and reception service. Your responsibilities will encompass a full range of front desk operations, including managing appointment schedules for medical and counselling services, handling phone inquiries, and performing data entry. This position requires a high level of organizational ability to maintain a confidential client record-keeping system and manage various general office administrative functions. You will provide essential support to Counselling Services staff, ensuring smooth operations and efficient information flow within the department. The role demands a calm and professional demeanour, especially when interacting with students who may be experiencing high levels of distress, requiring tact and sensitivity. This role is vital for ensuring students receive timely and appropriate care, contributing significantly to their overall wellbeing.

Key Responsibilities and Environment

The Clinic Secretary/Clerk coordinates work processes, establishes priorities, and resolves complex issues to ensure seamless and accessible reception service for all clients. A significant part of this role involves responding consistently in a calm, caring, and respectful manner to students presenting with a wide range of concerns, determining the urgency of requests, and connecting them with appropriate clinical staff or resources. The ability to multitask effectively in a very high-paced work environment is essential, as is maintaining accuracy and attention to detail across all administrative tasks. You will also be responsible for preparing statistical reports, managing office supplies and information materials, and supporting the planning and review of office administrative tasks. This position offers an opportunity to educate new staff on office procedures and contribute to a supportive environment for all students, ensuring high standards of service provision are consistently met.

Qualifications and Skills

Candidates for the Clinic Secretary/Clerk position should possess high school graduation, one year of post-secondary education, and completion of a Medical or Dental Office Assistant program, along with three years of related experience, or an equivalent combination. A two-year post-secondary diploma in medical administration is preferred, alongside four years of related experience. Essential skills include effective oral and written communication, strong interpersonal and organizational abilities, and the capacity to type 55 words per minute. Proficiency in word-processing, spreadsheet, database, and scheduling applications at an intermediate level is required. The successful applicant must demonstrate a strong ability to prioritize work and meet deadlines in a high-traffic office setting, while maintaining strict respect for confidentiality. This role demands the ability to work both independently and collaboratively within a team, providing quality service and support to a diverse student population, often under demanding and high-pressure circumstances. A commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion is also expected.