Ontario Shores Centre for Mental Health Sciences

(TEMPORARY FULL-TIME)SECRETARY - OUTPATIENT CENTRALIZED SCHEDULING (OSRT)

Whitby, ON
On-site
Posted Oct 16, 2026
1 position

Opens an external site

Employment type: Full-time
Experience level: Mid-level · 2+ years
Minimum education: Professional degree
Posting language: English
Working hours: 40 hours per week

Job summary

The secretary will provide essential administrative support to outpatient programs, including scheduling, client registration, and referral management. They will also manage waitlists, maintain databases, and ensure seamless clinic operations through effective communication and coordination.

Job details

JOB DESCRIPTION Ontario Shores Centre for Mental Health Sciences is seeking a skilled and dedicated Secretary to join our Outpatient Scheduling and Resource Team (OSRT) and AccessMHA Referral Management Team (RMT). These teams work collaboratively, combining patient-facing and non-patient-facing roles to provide exceptional customer service within Ontario Shores’ outpatient clinics and at the regional level through AccessMHA. In this role, you will provide a variety of essential secretarial services to support our outpatient programs hospital wide. You will also support administrative and referral management functions for AccessMHA. Key responsibilities include: Greeting and Registering clients with professionalism and care, confirming demographics at point of contact, provide scheduling support for clients and clinicians alike, managing supplies to ensure seamless clinic operations, coordinating and booking appointments from waitlists, recurring as well as group sessions, managing waitlists and responding to telephone inquiries promptly and professionally, maintaining multiple calendars and compiling statistical information, accurately managing attendance records for payroll submissions, maintaining and updating databases. Provide coverage across the Outpatient Scheduling and Resource Team and AccessMHA Referral Management Team as needed. Please Note: All secretaries in the Outpatient Scheduling and Resource team, must have the ability to work in all outpatient programs using this service, including off-site locations REQUIREMENTS: * Post-secondary diploma in Administration and/or Secretary Diploma * Advanced computer skills, including proficiency in Microsoft Office Suite and operational knowledge of Meditech 6.0 Modules (Community Wide Scheduling, Ambulatory Office, and MPI). * Familiarity with intranet systems and office procedures. * Strong organizational abilities with acute attention to detail and follow-through. * Exceptional time management, prioritization, and analytical skills. * Proven ability to manage competing priorities, meet deadlines, and excel in a fast-paced environment. * Exceptional interpersonal, verbal, and written communication skills. * Strong focus on teamwork, collaboration, and constructive feedback. * Empathy, professionalism, and adaptability when interacting with diverse individuals. * Proven judgment, decision-making, and effective problem-solving skills. * Resourcefulness and the ability to juggle multiple responsibilities effectively. * Strong de-escalation and conflict resolution skills, including maintaining composure in challenging situations. * A positive, solution-focused mindset with the ability to work both independently and collaboratively in a team environment. * Strong work ethic, professionalism, and commitment to maintaining confidentiality. * Physical capability to meet the demands of the position. * A strong commitment to maintaining good attendance. PREFERRED COMPETENCIES: * Knowledge of waitlist management and intake procedures in an outpatient mental health setting. * Background in a mental health environment. * Previous experience providing direct patient interaction in a clinical setting. * 2–4 years of secretarial experience in a hospital setting. * Proven experience in managing schedules and maintaining attendance records across diverse settings. Knowledge of mental health and privacy legislation is considered an asset. Ontario Shores is dedicated to fostering equitable employment opportunities and encourages applications from all qualified individuals. We are committed to supporting candidates requiring accommodations and invite you to inform us of any needs during the recruitment process. We welcome applicants who embrace respect and are dedicated to collaboratively cultivating an inclusive environment where everyone feels a sense of belonging. We particularly encourage applications from individuals who have encountered historical or current barriers to equity. Link to OPSEU Wage Table [https://www.ontarioshores.ca/media/1821] - This is part of the OPSEU bargaining unit. This is a 12 months contract. Job Posting Closing: October 29th 2026 at midnight. Please note any job applications after the closing date will not be considered.

What you’ll do

Requirements

Candidates must possess a post-secondary diploma in Administration or Secretarial studies and have advanced computer skills, including proficiency in Microsoft Office and Meditech 6.0. Strong organizational, interpersonal, and problem-solving skills are required to manage competing priorities in a fast-paced clinical environment.