Secretary III (Mood and Anxiety Program – Outpatient)
2018/12/06
Ottawa, ON, Canada
1d ago

Position Description

Notice of union position vacant CUPE 942

Position : Secretary III

Temporary Full-Time (1.00 FTE) Days

Contract End-Date : March 31st, 2020

Program : Mood and Anxiety Program Outpatient

Location : Royal Ottawa Mental Health Centre

Duties :

  • Provide administrative and secretarial support to clinicians in the Mood and Anxiety 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 Harassment-Free Workplace policy.
  • Other duties as assigned.
  • Position Requirements

  • 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
  • Experience with clients experiencing Mood and Anxiety symptoms
  • 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 words per minute.
  • 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.
  • Bilingual (French / English) is mandatory. English level A- is mandatory in oral expression / comprehension, reading comprehension and written expression.
  • French level A- is mandatory in oral expression and oral comprehension.

    Salary Range : $26.84 to $29.15 per hour

    Program Information

  • All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
  • Please apply by clicking on the Apply button below. You will be prompted to either create a new account or login to your account.
  • The position will remain open until filled.

  • 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 Criminal Records Check as a pre-condition of employment.
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