Clinic Assistant Job Halifax area,Nova Scotia Canada,Administrative/Clerical

Job Summary

Dalhousie University’s Psychology and Neuroscience Department is the top Psychology and Neuroscience Department in Atlantic Canada. The department is one-of-a-kind and was established for research into what makes humans and animals behave the way that they do, as well as to understand the structure and function of the nervous system. The department’s Centre for Psychological Health (CPH) provides high quality training experiences for students in the Clinical Psychology PhD Program and serves the community by providing free psychological services.

Reporting to the Co-Directors of the CPH, the Clinic Assistant will support the daily operations of the clinic, helping to ensure efficient administrative processes, a welcoming environment, and positive client experiences.

Key Responsibilities

Administratively manage referrals including checking incoming referrals and contact referral sources for missing information. Enter faxed referral information into the system. Coordinate with referral providers for higher-level booking needs.

Answer all phone calls and voicemails; monitor clinic email inbox. Manage phone calls for self-referrals and waitlist inquiries using scripts.

Provide scheduling and booking coordination. Handle daily scheduling, client management, and reminder calls. Monitor intake booking and assist with accessibility needs at the direction of the Referral Coordinator.

Send release of information forms, faxes, and reports to referral providers, schools, and physicians. Track down old reports or past clinicians; manage forms for teachers, informants, and clients. Send emails on behalf of clinicians as required.

Ensure a positive client experience by managing waiting room cleanliness and stock supplies (tissues, snacks, coffee cups), and organizing transportation for clients (gas cards, taxis, bus tickets). Provide client service experience questionnaires and enter data.

Assist health outcome scientists with spreadsheets requiring information from online learning systems as time permits.

Note

Due to operational requirements, the successful applicant is required to work in-person on campus.

Required Qualifications

Business/Administrative Professional diploma plus approximately two to three years’ relevant experience (or equivalent combination of training and experience).

Demonstrated excellent communication (verbal and written) and customer service skills.

Demonstrated strong attention to detail, and organizational and problem-solving skills.

Proven strong adaptability and multitasking skills with the demonstrated ability to work in a fast-paced and highly confidential environment.

Proficiency in Microsoft Office, and scheduling and data entry systems.

Assets

Experience in administrative support within a healthcare or mental health setting.

Job Competencies

The successful candidate is expected to demonstrate proficiency in Dalhousie’s competencies, in particular:

- Self-Awareness & Professionalism
- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills
- Communication

Additional Information

Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.

Application Consideration

Non-probationary bargaining unit employees (NSGEU local 77) are given priority consideration. All other applications will be considered when there is no qualified candidate from the bargaining unit.

We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture.

Diversity Statement

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2

SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above.


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