Forensic Program Court Assistant - Ottawa, Canada - The Royal Ottawa Mental Health Centre

The Royal Ottawa Mental Health Centre
The Royal Ottawa Mental Health Centre
Verified Company
Ottawa, Canada

2 weeks ago

Sophia Lee

Posted by:

Sophia Lee

beBee Recruiter
Description

Position Information

Posting Number:


  • ROM23222E
    Title:
  • Forensic Program Court Assistant (RFT 1.

0 FTE)
Position Status:

  • Regular Fulltime
    FTE:
  • 1.0
    Job Schedule:
  • Days
    Unit:
  • Outpatient Services
    Department:
  • Forensic Psychiatry
    Union:
  • CUPE Local 942
    Site:
  • Royal Ottawa Mental Health Centre
    About The Royal
  • As one of Canada's foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education._


Reporting to the Director Patient Care Services provides support for a wide range of activities within the Forensics Program in a pro-active, professional, timely and effective manner.

***
Duties:
Activity 1:
Administrative

  • Maintains strict privacy and security in dealing with highly confidential material and sensitive risk management and privacy issues;
  • Develops and maintains an effective filing system (paperbased and electronic) to organize legal, financial and administrative documents;
  • Directs and responds to telephone and inperson inquiries from a variety of internal and external contacts and relaying messages as required;
  • Facilitates required communication between the Director and internal and external people/groups;
  • Schedules and prepares for interviews;
  • Brings forward sensitive issues to the Director;
  • Opens, sorts and distributes Director's mail;
  • Creates and maintains office and document filing systems for the Director and department staff;
  • Provides word processing services by typing correspondence such as letters, memoranda, complex reports, charts, and all educational material and handouts, and proofreading to ensure accuracy of grammar, spelling, punctuation;
  • Maintains departmental manuals and records;
  • Facilitates the coordination of students, residents and space within program areas; set up new staff;
  • Provides support to meetings as directed by the DPCS.

Activity 2:
Scheduling/Committee & Education Support

  • Coordinates the Director's daily schedule including preparation of background information for the daily meetings;
  • Assists with the preparation of presentations and reports including researching material and gathering of same;
  • Provides support to by scheduling & organizing meetings, preparing and distributing meeting material (including agendas and resource materials), taking exemplary meeting minutes, order catering
  • Prepares and edits PowerPoint presentations/educational material used by the Director and/or department staff;
  • Assists with the maintenance and updating of the Department's information on the Intranet (OREO);
  • Assists the Director with project organization and initiatives;
  • Assists in obtaining materials and resources required by the Director

Activity 3:
Data Reporting/Court Duties

  • Liaises with courts, lawyers, clients as needed
  • Receives all court orders and liaise with courts for further information/documentation
  • Liaises with Brief Assessment Unit (BAU) for out of custody/in custody orders
  • Works with Clinical Lead to assign Section 21 orders to physicians
  • Drafts extension letters and fax as required
  • Fax 5 day orders and package to OCDC for attending psychiatrist
  • Fax court reports to all parties in a timely fashion
  • Liaises with Clinical Lead, Manager, OCDC/Court regarding admission to assessment unit
  • Notifies Admitting of admissions/discharges
  • Liaises with admitting to open "pre" accounts in Meditech
  • Inputs information into Meditech (ie. Interventions and contact information)
  • Maintains census, Provincial Bed Registry and statistics

Activity 4:
Program Support

  • Maintains attendance for department staff: pay cards and attendance tracking;
  • Facilitates completion of annual performance appraisals for staff reporting to the Director;
  • Registers department staff for conferences/courses including arrangements for registration, travel (air/rail) and accommodation;
  • Orders office supplies and maintains stock;
  • Secures support services (e.g. IT, Facilities);
  • Assists in tracking department budget expenditures; assist with and send expense claims for reimbursement
- g)

  • Prepares monthly billing for physicians, sends invoices for payment, completes personnel requisitions, action forms and sends to HR
  • Bill CAS for psychology and social work services
  • Sends invoices for payment
  • Schedules and facilitates office moves as required

Activity 5:
Other duties

  • Works in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of The Royal.
  • Other duties/projects as assigned.
  • Provides back up for Forensic Regional Coordinator during absence
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