Secretary () (TFT . FTE)

Position Information

Posting Number: BMHC24-091E
Title: Secretary (08) (TFT 1.0 FTE)
Position Status: Temporary Full-time
Contract End Date: 04/07/2025
FTE: 1.0
Job Schedule: Days
Department: Secure Treatment Unit - BMHC
Union: OPSEU Local 439
Site: Brockville 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.

The Ministry of the Solicitor General facility includes a 100 bed Secure Treatment Unit (STU) to service the needs of incarcerated offenders with mental illness; and the STU has been designated a Schedule 1 facility under the Mental Health Act by the Minister of Health and Long Term Care.

Duties :

• Arranges and coordinates meetings
• Prepares background information for meetings
• Provides support to hospital programs and committees, including taking, preparing and distributing minutes
• Transcribes handwritten material or dictated clinical reports, letters, etc.
• Organizes and maintains an effective 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, chart closing, chart ordering, etc.
• Receives and distributes mail
• Creates and maintains effective procedures to support clinic/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 scheduling system
• Receives visit check ins and registrations
• Processes new client information and ordering of clinical records
• Prepares for Kardex, triages referrals to physicians
• Generates physician billing including submissions and reconciliation
• Processes biweekly pay cards for Program staff, maintaining appropriate supporting documentation
• 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 of Operations; reviews and adjusts year end vacation and sick leave balances
• Prepares 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 teams
• Provides back up coverage for other Program secretaries
• Coordinates and assists in arranging relief for Secretarial positions in the Program
• Organizes special events/educational activities as required
• Makes travel arrangements
• Processes employee retirements
• Provides training and support to team members regarding computer application software
• To work in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of the ROMHC.
• To ensure a work environment that is conducive to the the Royal’s Anti-Racism, Harassment and Discrimination Free Workplace Policy.
• Other duties as may be 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)
• 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
• Ability to work independently, prioritize work and meet deadlines
• Commitment to continuous learning and quality improvement
• Proficiency in latest versions of standard office software applications including Windows, Microsoft Word, Excel, GroupWise, Meditech or other patient registration/booking system, Internet Explorer, with demonstrated ability to learn new software applications
• Ability to create PowerPoint presentations
• Typing skills 45 words per minute minimum, with high accuracy level
• Dictatyping skills
• An understanding of basic financial and mathematical concepts
• Proficient in the use of automated office equipment including fax, photocopiers, voicemail, etc
• Ability to work with multiple interruptions
• Ability to function as a member of a team and work cooperatively with team members
• Ability to work independently
• English level A- is mandatory in oral expression, oral comprehension, reading comprehension and written expression. Bilingual (French/English) is preferred.

Salary Range: $31.45 to $34.48 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.