Secretary III (TFT 1.0 FTE)

Job title:

Company

The Royal

Job description

Duties:

Provide administrative and secretarial support to the clinicians in the Youth Psychiatry Program.
Providing administrative and secretarial support to the Clinical and Administrative Directors of the Youth Psychiatry Program
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.)
Prepare necessary paperwork (eg 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. 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.
Tracking and reconciliation of credit card purchases.
Tracking and reconciliation of petty cash.
Tracking and reconciliation of Volunteer funds.
Complete monthly Hand Hygiene Audit for Youth Inpatient Unit.
Coordination of medical students coming into the Youth Program.
Maintain schedule and keys for Youth Van.
Coordinate and schedule all patient OTN appointments.
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.
Support Clinical and Administrative Directors
Ensure a work environment that is conducive to the Royal’s 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.
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, EpiCare and standard office equipment (fax, photocopier etc.)
Bilingual (French/English) is mandatory. English level A- is mandatory in oral expression/comprehension, reading comprehension and written expression. French level A- is mandatory in oral expression and oral comprehension.