Position Information

Posting Number:

ROM25-278E

Title:

Secretary III (RFT 1.0 FTE)

Position Status:

Regular Full-time

FTE:

1.0

Job Schedule:

Days

Department:

Operational Stress Injury Clinic

Union:

CUPE Local 942

Site:

Operational Stress Injury Clinic Satellite Office - Kingston

About The Royal

As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education.

Duties:

Provide administrative and secretarial support to outpatient clinicians. Responsible for creating CROMIS accounts and sending links across sites. Other tasks may include scheduling appointments, arranging and co-ordinating meetings involving internal staff as well as those from external agencies, preparing background material for meetings, organizing and maintaining an effective filing and office management system, taking and distributing minutes at meetings, making travel arrangements, and general reception duties including telephone reception. Specific duties include:

• Create CROMIS accounts for consenting clients and send links to clients across all sites.
• Provide secretarial support to clinical staff of the programs including processing of new client information, ordering clinical records, booking patients, billing, and scheduling physician appointments.
• Process biweekly payroll cards for program staff including maintaining appropriate supportive documentation.
• Prepare necessary paperwork (i.e. PAFs, requisitions) to support staffing and personnel functions for selected program staff.
• Co-ordinate and assist in arranging for relief for secretarial positions in the Program.
• Audit payroll, sick leave, vacation and labour distribution reports and report variances to the Manager; review and adjust year end vacation and sick leave balances.
• Assist in preparation of program budget.
• Order and receive material supplies including completion of paperwork.
• Preparation of accounts reimbursement and funds request forms.
• Main contact for centralized room booking for the Program.
• Participate in Hospital and Program committees.
• Using EHR to prepare statistical reports as required for Ministry.
• Ensure effective communication throughout the program by distributing information appropriately.
• Maintain up to date knowledge of the mandate of the team, and respond to clients and public enquiries.
• 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, Harassment and Discrimination Free Workplace policy.
• Other duties as assigned.

Qualifications:

• 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).
• Typing speed of 40 words per minute in English with high accuracy.
• Proficiency with latest versions of Windows; Microsoft Word & Excel, Internet Explorer, Outlook, Meditech EHR and standard office equipment (fax, photocopier etc.).
• Ability to put together power point presentations.
• Knowledge of medical terminology.
• Excellent organizational and problem solving skills.
• Excellent communication skills and customer relation skills.
• High level of initiative and judgement.
• Ability to work independently, prioritize work and meet deadlines.
• High level of adaptability.
• Commitment to continuous learning and quality improvement.
• Proficient in patient registration/booking system.
• An understanding of basic financial and mathematical concepts.
• Must be able to work with multiple interruptions.
• Ability to function as a member of a team and work co-operatively with other team members.
• English level A- is mandatory in oral expression/comprehension, reading comprehension and written expression. Bilingual (English/French) is considered an asset.

Salary Range:

31.90 to 34.65 per hour

Additional Information

• All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
• 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 clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
• The Royal Ottawa Health Care Group is committed to equity and inclusion in the workplace. Our commitment is rooted in the belief that a diverse workforce enhances the quality of care and organizational strength. We encourage applications from members of equity-deserving communities and welcome individuals from all backgrounds. Upon request, accommodations due to disability are available throughout the recruitment process.