Secretary III (RFT . FTE)

Position Information

Posting Number: ROM24-151E
Title: Secretary III (RFT 1.0 FTE)
Position Status: Regular Full-time
FTE: 1
Job Schedule: Days
Department: Finance
Union: CUPE Local 942
Site: Royal Ottawa Mental Health Centre

About The Royal

As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education.

Duties:

• Arranges and coordinates meetings.
• Prepares background information for meetings.
• Provides support to hospital programs and committees, including taking, preparing and distributing minutes.
• Organizes and maintains an effective electronic filing and office management system.
• Performs general office duties such as filing, photocopying, sending faxes, etc.
• Uses network technology efficiently e.g. electronic file management, data base management, appointment scheduling, registration, etc.
• Maintains and inputs tracking details in supporting document spreadsheets.
• Uses technology efficiently e.g financial reporting and budgeting software.
• Receives and distributes mail.
• Creates and maintains effective procedures to support program activities.
• Provides reception services answering and redirecting calls and/or inquiries.
• Orders and receives material supplies, including completion of paperwork.
• Prepares accounts of reimbursement and funds request forms.
• Acts as a main contact for centralized room booking for the Program.
• Prepares requisitions for printing, stores, work orders, etc.
• Ensures effective communication throughout the Program by distributing information appropriately.
• Schedules appointments using electronic & virtual scheduling system.
• Processes biweekly pay cards for Program staff, maintaining appropriate supporting documentation.
• Assists with administration of credit card program.
• Assist with coordination of year end audit.
• Assist in preparation of various templates, packages, training materials.
• Maintains various electronic spreadsheets.
• Prepares necessary paperwork to support staffing and personnel functions for the Program e.g. PAF, job postings, arranging interviews, procedures for new hires, etc. as delegated by Director.
• Audits payroll, sick leave, vacation, labour distribution reports, etc. reporting variances to the Director; reviews and adjusts year end vacation and sick leave balances.
• Prepares financial and statistical reports as required.
• Exercises signing authority as delegated by the Director.
• Assists in budget preparation.
• Transcribes performance management materials as required, forwarding completed documentation to Human Resources.
• Participates on Accreditation.
• Provides back up coverage for other Program secretaries.
• Organizes special events/educational activities as required.
• Makes travel arrangements.
• Processes employee retirements.
• Provides training and support to team members regarding computer application software.
• 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 finance environment)
• Excel skills including use of formulas and pivot tables
• 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
• Proficiency in latest versions of standard office software applications including, Microsoft Word, Excel, Outlook, Powerpoint, Meditech or other patient registration/booking system, Internet Explorer
• Typing speed 45 words per minute minimum
• An understanding of financial and mathematical concepts
• Ability to work independently and with multiple interruptions
• Ability to function as a member of a team and work cooperatively with team members
• English level A- is mandatory in oral expression/comprehension, reading comprehension and written expression. Bilingual (French/English) is considered an asset.

Salary Range: 30.07 to 32.66 per hour

Additional Information

• All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
• The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
• All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
• The Royal is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the recruitment process.