Secretary III (TFT 1.0 FTE) – The Royal

Title of the Job: Secretary III (TFT 1.0 FTE)

Location: Ottawa, ON

Job Description: Duties:

• Provide administrative and secretarial support to the clinicians in the Youth Psychiatry Program,
• the Clinical and Administrative Directors of the Youth Psychiatry Program (meetings/ordering/ finance/ etc.)
• Schedule appointments, using electronic scheduling system (currently outlook and web ambulatory)
• Provide reception services answering and redirecting calls and/or inquiries.
• Receive visit check-ins and registrations.
• Entering referrals med-itech, maintain waitlist, work with our community/hospital partners.
• 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 for all HR processes (eg PAFs, requisitions, timecards) 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, funds request forms, racking and reconciliation of petty cash, other funds (i.e. ROVA/Foundation).
• 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 appointments (In person and virtual (zoom, doxy, OTN, etc.)) and family/case conference/etc.
• 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 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 – 40 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.)
• English level A- is mandatory in oral expression/comprehension, reading comprehension and written expression. Bilingual (French/English) is considered an asset.

Company Name: The Royal

Salary:

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