HOME & COMMUNITYPolicy No.: ADM-3-300

SUPPORT SERVICESNew: April 2010

--OF GREY-BRUCE--Revised: Oct 2015

Page: 1 of 2

SECTION: ADMINISTRATION

TOPIC: JOB RESPONSIBILITIES

POLICY TITLE: RELIEFTEAM CLERK

PURPOSE:

The Relief Team Clerk provides trained administrative coverage during the regular Team Clerks vacation, during illness or as required. These duties may include reception and clerical support to the team members within the area office(s), generates billing information and is responsible for the scheduling of paid housekeeping staff. This position must be available to work at all HCSS locations in all seasons.

DUTIES AND RESPONSIBILITIES:

Clerical/Secretarial Support:

  • Acts as receptionist;
  • Attends monthly team meetings;
  • Completes initial Intake Form for all new clients;
  • Inputs data into CIMS;
  • Ensures hot and frozen meal orders are processed;
  • Types flyers and promotional materials;
  • Ensures adequate supply of forms are readily available;
  • Ensures all voice mail and telephone functions are working properly;
  • Arranges courier mail pick-up, when needed;
  • Researches information as required by area staff;
  • Ensures monies received from clients/caregivers are properly recorded, stored and submitted to the office;
  • Ensures offices and files are secure;
  • Assists at major special events (e.g. Volunteer Appreciation Workshops);
  • Responsible for minor computer maintenance, and assists staff with routine computer upgrading

Scheduling Duties:

  • Schedule housekeeping staff,
  • Maintain an accurate record of completed work;
  • Scheduling and trouble shooting Meals on Wheels and Frozen Meals driving routes;
  • Assists with Congregate Dining scheduling as required;
  • Informs the appropriate staff member of any difficulties with clients, housekeepers or volunteers;

General Responsibilities:

  • Seeks ongoing education opportunities which will enhance knowledge pertinent to role
  • Maintains confidentiality.

This job description indicates the genereal nature and level of work expected. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required by the incumbent. Incumbent may be asked to perform other duties as required.

QUALIFICATIONS:

Post secondary diploma in Business and/or Computer applications.

Proficient word processing data management and accounting software.

Strong organizational skills.

Excellent interpersonal and communication skills.

Three to five years experience working within a busy office setting.

Previous experience working with seniors and /or volunteers is an asset.

Current driver’s license and reliable vehicle.

I have read and understand:I have read and approve:

______

Signature of IncumbentDatePrograms DirectorDate

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