Work Type: Part Time

• WRHN @ Midtown (formerly Grand River Hospital, KW Campus)

Home to seven regional programs and comprehensive health-care services, Waterloo Regional Health Network (WRHN, pronounced wren) is committed to meeting the current and emerging needs in Waterloo-Wellington and beyond.

WRHN is redefining the health-care experience through collaboration and innovation, addressing barriers to access, advancing care delivery, and setting new standards in compassionate, empowered community-driven health care.

At WRHN, every patient is at the centre of everything we do as we strive to improve lives, inspire healing, and build healthier, stronger communities. By listening to patients and partners, we strive to connect communities to the right care, at the right place, and at the right time.

Please Note: New employees must provide documentation/proof of COVID-19 vaccination status, a 2-step TB test, as well as proof of immunity to measles, mumps, rubella, and varicella (chickenpox) prior to their start date at Waterloo Regional Health Network (WRHN). New Employees will require clearance from Employee Health, Safety and Wellness before they are able to begin any position within WRHN.

Position Summary :

Working in a fast-paced environment as a member of the program’s secretarial network, the Clinic Department Secretary supports psychiatric follow up and other clinic services as needed. This role provides support to a multidisciplinary mental health team, working independently and collaboratively. Some of the specific responsibilities include:

Responsibilities:

• Providing reception and office management functions within the Adult Outpatient Mental Health Services
• Greeting and communicating with acutely mentally ill adults, their families, workers, and visitors on arrival to the program.
• Compassion, sensitivity, tact, and people skills are required in order to put our often anxious, agitated, and first-time clients at ease upon arrival or during telephone interactions.
• Supporting Psychiatrists, allied staff, and managerial staff to ensure that the department is functioning well and meeting the demands of WRHN and the Adult Outpatient Mental Health program.
• Providing support and minute taking for monthly EPL meetings.
• Tracking and communicating Department of Psychiatry vacation and coverage information.
• Transcribing from dicta or handwritten notes or other word processing as required
• Data entry, compiling, maintaining, and preparing statistical reports
• Maintaining no-show lists for patients that require rebooking and follow-up as per clinic no-show policy
• Preparing and sending required client correspondence and/or scheduling appointments
• Provides periodic support to other Mental Health and Addiction Program Services to ensure clerical coverage for vacation and illness

Position Requirements:

o Post-secondary medical secretarial or health office administration diploma or equivalent combination of education and experience required

o Experience with Cerner scheduling and patient registration preferred

o Scheduling and patient registration/check in

o Knowledge of related psychiatric/medical terminology

o Demonstrated office management skills

o Excellent time management and organization skills

o Excellent verbal and written communication skills

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

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

o Ability to provide service to patients with a Mental Health & Addictions issues

o Proven ability to remain task-focused and effectively multitask in a busy and demanding environment.

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

o Proficiency with software – Microsoft Office, Word, Excel, Outlook, Cerner Scheduling Appointment Book, Access Management Office, PowerChart, ESP, Empath, Clinical Connect, Maintenance Requisitioning

o Excellent typing skills required with data entry accuracy

o Good attendance record

Application Instructions:

EMPLOYEES OF LEGACY ST. MARY’S GENERAL HOSPITAL ARE REQUIRED TO SUBMIT THEIR APPLICATION ELECTRONICALLY USING INFOR.

As per the collective agreement, the internal recruitment process will be completed prior to the consideration of external applications.

Waterloo Regional Health Centre is committed to fair and equitable employment and in our recruitment and selection practices. We strongly believe in inclusion and diversity within our organization, and welcome all applicants including, but not limited to racialized communities, all religions and ethnicities, persons with disabilities, LGBTQ2S+ persons, Indigenous people, and all others who may contribute to the further diversification of our Hospital community. We are committed to providing and fostering a respectful workplace for all employees, free from violence and harassment.

Accommodations are available during all stages of the recruitment process in accordance with the Human Rights Code. WRHN is committed to complying with the Accessibility for Ontarians with Disabilities Act (AODA) to provide an inclusive, barrier free workplace. We will accommodate the accessibility needs of individuals with disabilities to support participation in all aspects of the recruitment process. Should you require this accommodation, please contact Human Resources.

International Applicants

If you are seeking employment on a temporary work or study permit we recommend reviewing work permit restrictions as it applies to healthcare organizations in Canada. Individuals holding a work or study permit seeking employment in the healthcare sector may be required to complete additional steps in the process. This may also apply to current employees seeking renewal of their work permits. It is the accountability of the applicant and/or employee to ensure they are adhering to their specific work permit restrictions.

We would like to thank all candidates in advance for their interest and only those candidates selected for an interview will be contacted. Due to the volume of applications, we receive, we are unable to confirm the receipt of individual applications or resumes.