Unit Secretary

Job summary

Provides clerical and administrative support for a hospital unit, including maintaining records, entering patient information in EPIC, coordinating appointments and transportation, and responding to inquiries. Supports patient flow, bed allocation, unit operations, audits, and communication among patients, families, and healthcare staff.

Job details

Job Description In collaboration with nursing, other hospital staff and various community services, provides clerical and administrative support to maintain a progressive, efficient, organized healthcare environment that further enhances the patient and staff experience. What must you have? Grade 12 or equivalent. Working knowledge of Medical Terminology. What else do you bring? Prior experience in an administrative/clerical role required, preferably within a mental health healthcare environment. Keyboarding skills (40 wpm). Experience with computer applications, including Microsoft Office. Operates, maintains and orders different types of office and hospital equipment and supplies in a fast paced, dynamic, open concept setting. Establishes and maintains manual, automated and statistical records and filing systems. Inputs data information for admissions, transfers, and discharges into systems. Enters consults, print labels, and completes work lists on EPIC, including scanning documents into EPIC. Orients and assists patients and families to the unit. Books transportation and appointments (internal and external). Supports MRN and Unit with various clerical duties as assigned. Updates unit level space on Quality boards in collaboration with unit Patient Care Coordinator (PCC) and Manager. Assists and conducts audits where assigned. Responds to telephone inquiries and call bells, and communicates with staff, patients and families. With a script, makes post discharge calls to support patient experience and service recovery where needed. Prints call list and other documents as required. Performs duties related to supporting patient flow and bed allocation as required. Monitors Bed Unit Manager and communicates patients assigned in and out of Unit with the MRN, PCC, and Nursing Staff, and updates Bed Board. Facilitates day-to-day maintenance of the Unit such as cleaning of patient’s fridge etc. Supports students as required. Secretarial support for unit council. Assists with Joint Occupational Health and Safety inspection. Must demonstrate excellent verbal and written communications skills. Must demonstrate excellent organizational skills. Demonstrates ability to effectively deescalate situations Demonstrates Customer Service skills Other duties as assigned. Proven attendance record. Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all. Ability to perform the essential duties of the job. Effectively uses empathy in interactions with others and demonstrates behaviours consistent with Mackenzie Health’s Commitment to Caring. Models behaviour that is aligned with the values of Mackenzie Health – Excellence, Leadership and Empathy. Commitment to providing an exceptional experience for staff and clients within a challenging and exciting health care environment. Preferably, Your Profile Also Includes Previous experience within the Unit Secretary classification. EPIC, EPF, ESP experience. This position is represented by OPSEU. You may be required to work at any site of Mackenzie Health. Mackenzie Health is an inclusive and equal opportunity employer committed to providing accommodations for applicants upon request at any stage of the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Our hiring process does not involve the use of artificial intelligence (AI) to screen, assess or select applicants. We thank all applicants for their interest; however, only those under consideration for an interview will be contacted.

What you’ll do

Provides clerical and administrative support for a hospital unit, including maintaining records, entering patient information in EPIC, coordinating appointments and transportation, and responding to inquiries. Supports patient flow, bed allocation, unit operations, audits, and communication among patients, families, and healthcare staff.

Requirements

Requires Grade 12 or equivalent, working knowledge of medical terminology, prior administrative or clerical experience, keyboarding at 40 words per minute, and experience with Microsoft Office. Strong communication, organizational, customer service, and de-escalation skills are required; prior Unit Secretary and EPIC, EPF, or ESP experience are preferred.

Listed skills

• Customer service · Preferred
• written communication · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Medical Terminology
• Administrative Support
• Clerical Skills
• Keyboarding
• Microsoft Office
• EPIC
• Data Entry
• Records Management
• Verbal Communication
• Written Communication
• Organization
• De-escalation
• Customer Service
• Patient Flow Coordination
• Empathy

Job areas

• Administrative
• Healthcare
• Customer Service & Support
• Security & Safety