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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