Administrative Secretary

KEY FUNCTION:
Provide efficient and confidential administrative support to the Ontario Structured Psychotherapy (OSP) Program, Rapid Access Addiction Medicine (RAAM) and Outpatient Addictions and Gambling Services (OAGS), while ensuring the day-to-day operations are managed, coordinated, and performed.

REPORTING:
Under the general direction of the Clinical Manager, Ontario Structured Psychotherapy Program.

DUTIES:
1. Prepare and organize a variety of documents and correspondence in an accurate and professional format.
2. Coordinate OSP, RAAM, and OAGS meetings, prepare agendas, ensure appropriate follow-up and book meeting rooms.

3. Record minutes of meetings and ensure proper follow-up of assigned action items.
4. Support research, compile data for monthly/annual regional statistical reporting, and update metrics.
5. Prepare and organize a variety of documents and correspondence in an accurate and professional format, and obtain approval prior to issuance as required.

6. Complete special projects as required.
7. Facilitate the gathering of statistical information and coordination of reporting requirements as it pertains to the specific program.
8. Set-up and maintain manual and computerized information filing systems.

9. Schedule and confirm appointments and meetings.
10. Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations.
11. Arrange travel schedules, make travel reservations as required and submit for all travel cost reimbursements.

12. Type confidential reports, manuals, correspondence related to labour relations, budgets, etc., and ensure they are free of spelling and grammatical errors.
13. Support the development of operating plans/program goals on an annual basis.
14. Assist in the preparation of documents and reports used for public distribution (i.e. pamphlets, surveys, etc.).

15. Act as the recording secretary for assigned committees.
16. Support recruitment activities, including preparation of postings, interviews, testing and completion of Human Resource forms.
17. Determine and establish office procedures, order office supplies, and maintain inventory.

18. Act as a liaison for teleconference and videoconference needs.
19. Process bi-weekly payroll data and prepare and review invoices as required.
20. Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.

21. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
22. Contribute to learner development by providing academic support, mentorship, preceptorship and supervision as required.
23. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.

24. Educate and promote health, safety and wellness in the work place.
25. Represent the department or program on various committees and in meetings as required.
26. Perform other duties as required.

QUALIFICATIONS
EDUCATION AND TRAINING:
1. Minimum of a one (1) year Diploma in Office or Business Administration, from an accredited college.

2. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:
1. Minimum of three (3) years’ experience working as an administrative secretary in a healthcare or related field within the last five (5) years.

KNOWLEDGE/SKILLS/ABILITIES:
1. Demonstrated minimum typing speed of 50 words per minute.
2. Demonstrated proficiency in taking and transcribing minutes.

3. Demonstrated excellent judgment and proven analytical skills.
4. Demonstrated attention to detail in writing, preparing and reviewing of all written correspondence.
5. Demonstrated ability to compile data, and independently manage small to medium sized projects.

6. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
7. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
8. Demonstrated excellent computer skills with proficiency in Microsoft Office software, (e.g. Word, Excel, Power Point, Visio, Adobe and Outlook) and patient information systems.

9. Demonstrated superior interpersonal and communication skills, both written and verbal.
10. Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
11. Demonstrated discretion and maturity when handling confidential information.

12. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY:
1. Ability to use tact and discretion in dealing with health care providers and patients.
2. Demonstrated ability to work effectively as a member of an interdisciplinary team.

3. Demonstrated ability to perform with minimal supervision; to prioritize duties.
4. Demonstrated commitment to ongoing professional development.
5. Demonstrated professionalism in dealing with confidential and sensitive issues.

6. Demonstrated positive work record and excellent attendance record.
7. Ability to meet the physical and sensory demands of the job.
8. Ability to travel between local sites.

Selection Process: Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required. This posting is for an existing vacancy.

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.