Secretary III (RFT 1.0 FTE)

Job title:

Secretary III (RFT 1.0 FTE)

Company

The Royal

Job description

Duties:

• Provide administrative and secretarial support to clinicians, psychiatrists, program managers and directors of the Mood and Anxiety Program
• Ensure effective communication throughout the program by distributing information appropriately.
• Maintain up to date knowledge of the program and answer and redirect internal and external phone/fax/email enquiries.
• Process client information and ordering of clinical records.
• Communicate with internal and community referral sources to obtain additional information as needed
• Schedule client appointments using electronic scheduling system.
• Prepare and send correspondence, as directed by clinicians, and Program and Clinical Directors.
• Arrange and co-ordinate meetings involving internal staff as well as those from external agencies, prepare background material for meetings, take and prepare minutes, and act as a main contact for centralized room booking and OTN system for the program.
• Create and maintain effective procedures to support activities of the program using network technology efficiently e.g. electronic file management, data base management, appointment scheduling, statistics tracking and reporting, etc.
• Order and receive materials supplies including completion of paperwork.
• Organize and maintain an effective filing and office management system
• Prepare requisitions for printing, stores, work orders, etc.
• Prepare accounts reimbursement and funds request forms.
• Process biweekly payroll cards for program staff including maintaining appropriate supportive documentation.
• Prepare necessary paperwork (e.g. PAFs, requisitions) to support staffing and personnel functions for selected program staff.
• Co-ordinate and assist in arranging for relief for secretarial positions in program.
• Audit payroll, sick leave, vacation and labour distribution reports and report variances to Administration Manager; review and adjust year end vacation, sick leave balances.
• Participate in special projects.
• Work in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of The Royal.
• Ensure a work environment that is conducive to The Royal’s Anti-Racism, Discrimination and Harassment-Free policy.
• Other duties as assigned.

Qualifications:

• Completion of OSSD or equivalent.
• Office Administration or equivalent College certification and/or diploma OR relevant combination of education, training and experience (minimum experience two years full time secretarial or clerical experience in a medical environment).
• Maintain ROHCG mandatory training requirements
• Excellent time management skills with the ability to prioritize and meet firm deadlines
• Knowledge of medical terminology
• Experience with clients experiencing Mood and Anxiety symptoms
• Knowledge of de-escalation techniques
• Aware of community resources for this population
• High level of initiative and judgement.
• Proficiency in latest versions of standard office software applications including Windows, Microsoft Word, Excel, Outlook, Meditech or other patient registration/booking system, Internet Explorer.
• Typing skills – 40 net words per minute minimum
• Excellent organizational, time management and problem-solving skills.
• Excellent communication and customer relation skills.
• Must be able to multi-task and work with multiple interruptions.
• Ability to function as a member of a team and work cooperatively with other team members.
• English level A- is mandatory in oral expression, oral comprehension, reading comprehension and written expression. Bilingualism an asset.

Expected salary

Location

Ottawa, ON

Job date

Sat, 05 Oct 2024 05:11:27 GMT

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