Secretary III (RFT . FTE)

Position Information

Posting Number: ROM24-160E
Title: Secretary III (RFT 0.8 FTE)
Position Status: Regular Full-time
FTE: 0.8
Job Schedule: Days
Unit: Recovery Unit
Department: Integrated Schizophrenia Recovery Program
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:

• Provide administrative and secretarial support to clinicians in the Schizophrenia Program, and to Program and Clinical Directors.
• 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, Harassment & Discrimination 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
• 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 - 45 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/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.