Job title:
Secretary III (TFT 1.0 FTE)
Company
The Royal
Job description
Duties:
- Provide administrative and secretarial support to clinicians in Forensic Outpatient Service.
- Schedule appointments, using electronic scheduling system.
- Provide reception services answering and redirecting calls and/or inquiries.
- Receive visit check-ins and registrations.
- Perform general office duties such as filing, photocopying, sending faxes and ordering office supplies.
- Use network technology efficiently (electronic file management, data base management, email, appointment scheduling, registration, chart closing, chart ordering, etc).
- Transcription of handwritten material or dictated clinical reports, letters, etc.
- Create and maintain effective procedures to support service activities (statistics tracking, consultations, etc.)
- Provide back-up for other Program secretaries as needed.
- Order and receive material supplies including completion of paperwork.
- Preparation of accounts reimbursement and funds request forms.
- Organize special events and activities, including use of video conferencing(OTN) and teleconferencing
- Schedule all room booking requirements for the program through the centralized room booking system.
- Provide support in hospital and program committees which includes taking and preparing minutes.
- Ensure effective communication throughout the program by distributing information appropriately.
- Maintain up to date knowledge of the programs and responds to client and public enquiries.
- 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 Workplace 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).
- Typing speed – 45 net words per minute minimum.
- Dictating skills.
- An understanding of basic financial and mathematical concepts.
- Experience working in Forensic Psychiatry is an asset.
- Excellent communication, organization, problem solving, and customer relation skills, with the ability to relate to persons with mental illness.
- Excellent time management skills with the ability to prioritize and meet firm deadlines.
- High level of initiative, judgment and adaptability.
- Commitment to continuous learning and quality improvement.
- Ability to be proactive in task planning.
- Mature and professional demeanor with solid communication and interpersonal skills.
- Ability to work with multiple interruptions, manage competing priorities.
- Ability to function as a member of a team and work cooperatively with other team members.
- Proficiency with latest versions of Windows, Microsoft Word & Excel, Internet Explorer, Outlook, Meditech and standard office equipment (fax, photocopier etc.)
- English level A- is mandatory in oral comprehension, expression, reading, and writing. Bilingual (French/English) is considered an asset.
Expected salary
Location
Ottawa, ON
Job date
Sat, 05 Oct 2024 03:06:43 GMT
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