Secretary III (RFT 1.0 FTE)

Job title:

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.