Ward Clerk (RFT 1.0 FTE)

About the Program

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.

The Ward Clerk position reports to the Manager of Patient Care Services and provides comprehensive clerical support to the in-patient unit in the Clinical Program.

Key Responsibilities

• Greet visitors, provide directions, and respond to telephone inquiries.
• Communicate patient discharges, transfers, bed changes, and ALC updates.
• Retrieve, prepare, assemble, and process patient charts for admissions and discharges.
• Maintain patient census information and update electronic records and databases.
• Prepare, track, and maintain records for diagnostic tests, laboratory work, consultations, and appointments; communicate results as required.
• Process physician orders, including coordinating with Pharmacy and facilitating laboratory specimen delivery.
• Manage legal documents, Mental Health Act forms, confidential records, and administrative materials in accordance with privacy requirements.
• Provide administrative and clerical support, including correspondence, mail handling, document preparation, meeting coordination, room bookings, distribution of materials, and minute-taking.
• Order, track, and maintain office, unit, and patient transportation supplies.
• 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 Workplace Policy.

Qualifications

• Minimum of OSSD with training in business, office procedures or related experience;
• Minimum typing speed of 35 words per minute;
• Demonstrates initiative and organizational skills;
• Demonstrates strong communication and interpersonal skill;
• Demonstrated ability to interact with the interdisciplinary team in a collaborative manner;
• Demonstrated ability to interact in a professional and caring manner with diverse client population;
• Demonstrated ability to work with computer software applications relevant to support clerical needs of the Programs, including, but not limited to Microsoft Outlook, Microsoft Word, Excel, PowerPoint, Meditech, and Internet Explorer;
• Demonstrated ability to operate photocopiers, fax machines, and Nortel Phone System;
• Knowledge of Mental Health Form application;
• Familiarity with provisions of the Mental Health Act and the Ontario Public Hospitals Act related to clinical records;
• Knowledge of hospital policy and procedures required;
• Satisfactory Police Records Check for vulnerable sector;
• Demonstrated ability to prioritize and meet changing deadlines required;
• Attend annual WHMIS and Fire Safety demo;

Language Requirements

English level A- is mandatory in oral expression, comprehension, reading and writing. Bilingual (French/English) is considered an asset

Benefits

At The Royal, we are committed to supporting your health, well-being, and financial security at every stage of your career through a comprehensive total rewards package that may include:

• HOOPP, one of Canada's leading defined benefit pension plans, helping you build long-term financial security with a predictable lifetime retirement income and valuable employer contributions.
• Competitive health and dental benefits through Medavie Blue Cross (MBC), supporting you and your family's health and wellness needs;
• Life insurance and disability coverage through Manulife, including short-term and long-term disability benefits where applicable, providing added peace of mind;
• Employee and Family Assistance Program (EFAP) through Telus Health, offering confidential counselling, wellness resources, and support services for you and your eligible family members (excluded casual staff).

Together, these benefits reflect our commitment to helping you thrive personally and professionally—today, tomorrow, and throughout your career at The Royal.