Secretary 2

Department: Adult Mental Health Outpatient

Position Number: 50072474

Hours of Work: TemporaryPart-Time Position (Approximately 6 Months)

Day Shifts: 0800-1600, 0830-1630

Pay Band: Band-C $26.03-$28.84

Union: CUPE

Location: Hotel Dieu Hospital Site

Please note, this posting identifies the current shifts that apply to the position control number. However, this does not guarantee the permanence of the shift time or work assignment for the position. The Hospital reserves its Management Rights under the CUPE Collective Agreement to make changes to shift time and work assignment as it deems necessary.

PRIMARY FUNCTION:

The Mental Health & Addiction Care Secretary is a key member of the multidisciplinary team who provides administrative support in a manner consistent with KHSC’s (HDH Site) Mission, Vision and Values and that reflects the core values of Patient and Family Centered Care (dignity, respect, information sharing, participation, and collaboration).

The Program Secretary will support a healthy workplace through a collaborative, multi-disciplinary approach

that embraces diversity, encourages teamwork, participates in service and hospital-wide activities and programs that model and promote a safe and healthy patient-centered environment and that contribute to quality improvement and risk management initiatives. This position is assigned to HDH-Mental Health and Addiction Services, with services provided to the Adult Mental Health Program. The MHAC Secretary is responsible for managing multiple physician schedules which includes their residents, allied health clinicians, interprofessional referrals, group therapy management, the resident-led Clinical Teaching Unit (CTU) and managing all administrative support responsibilities outlined below.

PRINCIPLE RESPONSIBILITIES:

• Provides administrative support for programs and psychiatrists across the Outpatient Adult Mental Health Program which includes faxing prescriptions, organizing calendars and bookings, filing documents and responding to telephone queries.

• Receives and greets program clients and family members, staff, students, and visitors in a respectful manner.

• Scheduling and patient registration/check in

• Answers the telephone and screens calls and callers. Personally disposes of calls concerning routine matters or refers callers to appropriate people. At times, patients can present in crisis on the phone due to their mental health or addiction

• Receives and distributes mail for program staff and physicians.

• Assembles files and other materials, as necessary, to facilitate replies by program personnel.

• Make travel arrangements and prepare expense vouchers.

• Operates office equipment such as computers, copiers, facsimile machines, and various other office machines.

• Responsible for ordering supplies, and booking Telemedicine appointments via OTN, Microsoft Teams or other platforms.

• Arranges for meetings and room bookings, prepares and proofreads minutes, correspondence, tabular data, reports, medical records, examinations, and other material form rough draft, and various other sources.

• Conducts health records retrieval and storage.

• Conducts data entry and maintains databases, spreadsheets, hard copy and computerized files and a variety of other office records.

• Assists in the operation of program evaluation activities.

• Assists in the planning and operation of activities.

• Assists in the planning and operation of activities for conferences.

• Performs other duties as assigned.

The above statement reflects the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered as a detailed description of all the work requirements that may be inherent in the position.

QUALIFICATIONS:

• 2 years’ recent experience in an administrative support position in a clinical or health care setting.

• 2 years post-secondary medical secretarial or health office administration diploma or equivalent education and experience.

• Ability to type at a minimum speed of 40 w.p.m. (will be tested)

• Knowledge of related psychiatric/medical terminology (will be tested - terminology specific to Mental Health and Addictions).

• Proficiency with software – Microsoft Office Suite: Word, Excel, Outlook (will be tested), Cerner/Lumeo including Scheduling Appointment Book and PowerChart, ServiceNow, SAFE, Maintenance Connection, etc.

• Evidence of high degree of initiative, time management, problem solving and organizational skills as well as strong written and verbal communication skills (will be tested)

• Experience with filing, scheduling appointments

• Demonstrated ability to maintain strict confidentiality

• Understanding of mental health, as well as a positive attitude toward vulnerable and sometimes angry clients that enter the hospital.

• Ability to schedule virtual meetings on Teams, OTN and other teleconferencing platforms, including scheduling and sending invites.

• Excellent public relations, interpersonal, communication, organization and individual leadership skills

• Ability to work efficiently and respectfully with patients, families and community agencies

• Excellent communication and interpersonal skills to interact professionally and compassionately with patients as well as physicians, allied health professionals, visitors, students, internal and external partners.

• Ability to work independently and as a member of the team

• Ability to multi-task in a demanding, fast-paced environment

• Demonstrated commitment to customer service and teamwork

• Proven ability to attend work regularly.

• Satisfactory criminal reference check and vulnerable sector search required.

PHYSICAL REQUIREMENTS:

The applicant must be able to meet the physical demands of this position.

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.

Unless specifically stated, all job postings are for existing positions at KHSC. KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.

We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.