Medical Secretary

Competition #

8561

Job Title

Medical Secretary

Department

HAVEN, Hemophilia & Hemoglobinopathy

Status

Temporary (August 2025 - August 2026)

Work Type

Part-time

Affiliation

CUPE Clerical

Shift Assignment

Days

Bilingualism Required

Yes

Police Check Requirement

Vulnerable Sector Check

Site

Sudbury Outpatient Centre-Cupe Clerical

Salary Information

$28.80 - $30.28 / hour

Application Closing Date

August 6, 2025

KEY FUNCTION**:**

Provide administrative support and specialized secretarial services to the department including research coordination activities for clients and families of a marginalized population.

REPORTING**:**

Under the general direction of the Clinical Manager, Cardiac and Pulmonary Rehabilitation, Integrated Chronic Pain, Chronic Disease Self-Management, HAVEN/Hemophilia/Hemoglobinopathy, Outpatient Brain Injury Rehabilitation Program and Outpatient Neurological Rehabilitation Program.

DUTIES**:**

• Provide secretarial services (e.g. transcription of dictation and minutes of meetings, draft reports/memos/forms/templates, keyboarding, data entry, photocopying, and scanning).

• Prepare external and internal correspondence.

• Review and process incoming referrals and faxes.

• Schedule appointments and meetings, including through Ontario Telemedicine Network (OTN) and Microsoft Teams, as required.

• Assist in the preparation of demographic and patient related statistics.

• Input demographic and patient related information into electronic medical record.

• Direct all incoming telephone calls appropriately, screen all patient related telephone calls, register patients and visitors, and manage/distribute incoming mail.

• Prepare and process non-insured billings.

• Maintain patient records.

• Manage and respond to physician requests (i.e. obtaining outstanding tests or reports for the patient’s chart, contacting the patient regarding results, contacting partners in care to determine status of referrals, etc.).

• Transcribe and proofread medical reports and maintain patient records.

• Create and track external referrals, labs, and requisitions.

• Maintain an effective filing and information retrieval system.

• Review case files for retention of materials and destroy outdated material in accordance with procedures and applicable legislation as required.

• Maintain databases and contact lists as required.

• Organize, maintain and keep an inventory of adequate office, medical, and cleaning supplies as required.

• Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.

• Participate in hospital training as required.

• Assist with improvement initiatives as required.

• Perform other duties as required.

QUALIFICATIONS

EDUCATION AND TRAINING:

• Minimum of a one (1) year Diploma in a Medical Office Administration field, from an accredited college.

• Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:

• Six (6) months’ experience working in a related position in a healthcare environment is preferred.

KNOWLEDGE/SKILLS/ABILITIES:

• Demonstrated knowledge of and proficiency with Medical Terminology.

• Demonstrated ability to type a minimum of 40 words per minute.

• Demonstrated proficiency in data entry.

• Demonstrated knowledge of and proficiency in taking dictation/minutes and transcription.

• Demonstrated computer skills with intermediate proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems including Community Wide Scheduling (CWS).

• Demonstrated proficiency in the scheduling and use of virtual platforms (e.g. Zoom, Microsoft Team, OTN).

• Demonstrated interpersonal and communication skills.

• Demonstrated ability to effectively interact and communicate with patients, families, and healthcare workers.

• Demonstrated use of discretion with personal health information and patient confidentiality.

• Ability to prioritize tasks.

• Demonstrated compliance with HSN’s privacy policy.

• Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY:

• Successful vulnerable sector check is required.

• Proven ability to work independently and in a team environment.

• Demonstrated commitment to ongoing professional development.

• Demonstrated professionalism in dealing with confidential and sensitive issues.

• Demonstrated positive work record and good attendance record.

• Ability to meet the physical and sensory demands of the job.

Selection Process: Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required.

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.