Secretary, Various Programs

Job summary

The Secretary provides comprehensive administrative and secretarial support within a healthcare team, including managing patient appointments and coordinating clinical schedules. Key duties include handling communications, drafting documents, and assisting clinicians with research and grant applications.

Job details

Job Summary In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. The Secretary provides secretarial and administrative support within a team setting. Duties/Accountabilities Receives calls from all sources including patients; refers calls to other parties or provides information as appropriate and: Determines urgency of incoming calls and takes appropriate action. Relays information to and from clinical staff and outside facilities. Obtains reports by contacting appropriate departments or outside sources. Coordinates appointments and tests for patients in collaboration with the clinical team. Accesses patient information system to retrieve patient data, as appropriate. Greets visitors and handles enquiries. Arranges meetings/conferences and associated logistics. Acts as a recording secretary by preparing agenda; drafting, typing and distributing minutes. Prepares materials as required. Opens, screens, prioritizes and distributes mail. Maintains information and correspondence. Formats and edits documents for correspondence. Drafts routine items for signature as required. Assists with collecting, collating, formatting and preparing reports as required. Assists clinicians in preparation of research documents and grant applications as required by collating information and updating documents. Assists with clinician scheduling, timekeeping and collaborating with the clinical team for coverage as needed. Maintains a safe environment for patients, families and staff by adhering to safety policies, procedures, guidelines and emergency procedures. Participates as a collaborative member of the health care team. Performs other related duties as assigned. Qualifications Education, Training and Experience Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription and three years’ recent related experience or an equivalent combination of education, training and experience. Skills And Abilities Ability to keyboard at 50 wpm. Ability to communicate effectively both verbally and in writing. Ability to deal with others effectively. Physical ability to carry out the duties of the position. Ability to organize work. Ability to operate related equipment.

What you’ll do

The Secretary provides comprehensive administrative and secretarial support within a healthcare team, including managing patient appointments and coordinating clinical schedules. Key duties include handling communications, drafting documents, and assisting clinicians with research and grant applications.

Requirements

Candidates must have a Grade 12 diploma and graduation from a recognized secretarial program, including medical transcription. Three years of recent related experience or an equivalent combination of education and training is required.

Listed skills

• written communication · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• report preparation · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Medical Transcription
• Keyboarding (50 wpm)
• Administrative Support
• Patient Coordination
• Meeting Coordination
• Minute Taking
• Document Formatting
• Report Preparation
• Clinician Scheduling
• Verbal Communication
• Written Communication
• Organization
• Patient Information Systems

Job areas

• Administrative
• Healthcare
• Customer Service & Support