Administrative Secretary

KEY FUNCTION:

Provide efficient and confidential administrative support to the Quality and Patient Safety Program Director to ensure the day-to-day operations of the program are managed, coordinated, and performed to help advance the HSN’s Quality and Patient Safety Framework.

REPORTING:

Under the general direction of the Director of Quality and Patient Safety.

DUTIES:

1. In alignment with HSN’s strategic direction, support the coordination of various Councils, Commitees and Board meetings, ensure the appropriate engagement occurs in the preparation of agendas and meeting packages, secure meeting rooms, complete meeting minutes, organize audiovisual, videoconference and catering requirements.
2. Support the annual Quality Improvement Plan (QIP) cycle to ensure mandatory submission to Ontario Health (OH).
3. Schedule and confirm appointments and meetings.
4. Coordinate and maintain office procedures, supplies, and inventory.
5. Coordinate and maintain confidential employee documents and records.
6. Act as a gatekeeper for administrative master documents, and ensure maintenance of committee contact lists, training manuals, policies, procedures and presentations, as required.
7. Screen, direct, and reply to telephone calls and inquiries on behalf of the program.
8. Coordinate travel arrangements for Director and program staff, as required.
9. Coordinate special events, as required.
10. Prepare and organize a variety of documents and correspondence in an accurate and professional format.
11. Complete special projects as assigned, in alignment with HSN strategic directions and defined priority improvement target areas.
12. Conduct research, compile data for monthly and annual statistical reporting, and update metrics, as required.
13. Process bi-weekly payroll, accounts payable, and other financial processes and tracking.
14. Maintain and update filing system.
15. Maintain the program’s internal and external websites, as directed.
16. Assist in Quality and Patient Safety Human Resources recruitment processes.
17. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
18. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
19. Educate and promote health, safety and wellness in the workplace.
20. Represent the department or program on various committees and in meetings as required.
21. Perform other duties as required.

QUALIFICATIONS

EDUCATION AND TRAINING:

1. Minimum of a one (1) year Diploma in an Office or Business Administration field, from an accredited college/university.
2. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:

1. Minimum of five (5) years’ experience working as an Administrative Secretary with preferably three (3) years in a health care environment.

KNOWLEDGE/SKILLS/ABILITIES:

1. Demonstrated proficiency in taking and transcribing minutes.
2. Demonstrated excellent judgement and proven analytical skills.
3. Demonstrated excellent organizational, problem-solving, prioritization, and time management skills.
4. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
5. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
6. Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems (e.g. Meditech Expanse).
7. Demonstrated superior interpersonal and communication skills, both written and verbal.
8. Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
9. Demonstrated discretion and maturity when handling confidential information.
10. 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 perform with minimal supervision; to prioritize duties.
3. Proven ability to work independently and in a team environment.
4. Ability to work flexible hours as required.
5. Demonstrated commitment to ongoing professional development.
6. Demonstrated professionalism in dealing with confidential and sensitive issues.
7. Demonstrated positive work record and excellent attendance record.
8. Ability to meet the physical and sensory demands of the job.
9. 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.