Administrative Secretary - Greater Sudbury, Canada - Health Sciences North

Health Sciences North
Health Sciences North
Verified Company
Greater Sudbury, Canada

4 weeks ago

Sophia Lee

Posted by:

Sophia Lee

beBee Recruiter
Description

Administrative Secretary:

Competition #

5353

Job Title

Administrative Secretary

Department

Critical Care and Cardiology

Status

Permanent

Work Type

Full-time

Affiliation

Non Union

Shift Assignment

Days

Bilingualism Required

No

Police Check Requirement

Criminal Record and Judicial Matters Check

Site

RLHC-Non Union Non Managment

Salary Information

$61,678.50 to $72,579.00/annum

Application Closing Date

March 27, 2024


KEY FUNCTION:


Provide personal and confidential administrative support to Administrative and Medical Directors of the Critical Care and Cardiology Program, while ensuring the day-to-day operations are managed, coordinated and performed.

Provide administrative support to the program's management staff and physicians as required.


REPORTING:

Under the general direction of the Administrative Director, Critical Care and Cardiology.


DUTIES:


  • Prepare and organize a variety of documents and correspondence in an accurate and professional format.
  • Coordinate meetings, prepare agendas, ensure appropriate followup, book meeting rooms, and coordinate catering requirements.
  • Answer telephone and electronic inquiries, and relay telephone calls and messages.
  • Record minutes of meetings and ensure proper followup of assigned action items.
  • Conduct research, compile data for monthly/annual statistical reporting, and update metrics.
  • Setup and maintain manual and computerized information filing systems.
  • Schedule and confirm appointments and meetings.
  • Coordinate and organize the Annual Cardiovascular and Cerebrovascular Symposium.
  • Open and distribute incoming regular and electronic mail and other material._ _
  • Arrange travel schedules and make reservations as required.
  • Determine and establish office procedures, order office supplies, and maintain inventory.
  • Process biweekly payroll data.
  • Ensure accurate accounting of expenditures and distribution of funds within the department.
  • Prepare credit card reconciliation reports and facilitate approvals for appropriate authorization.
  • Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.
  • Initiate, manage, and coordinate the flow of information between staff, other departments, senior administration, general public, outside partners, and vendors to ensure the effective and efficient operation of the program.
  • Respond to physician inquiries and liaise independently with staff physicians, locum physicians and medical personel in other communities on behalf of Chief of Cardiology and Chief of Critical Care/Medical Director of Critical Care and Medical Director of Cardiology
  • Act as an administrator for the program's website.
  • Act as a mentor for medical office administration placements.
  • Prepare a variety of confidential labour relations and related documents (e.g. discipline letters, grievance response/preparation, etc) for the Administrative Director.
  • Support recruitment processes, schedule interviews, perform reference checks and complete forms.
  • Determine and align improvement projects with HSN's Strategic Plan; monitor and adjust to achieve goal outcomes.
  • Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
  • Educate and promote health, safety and wellness in the work place.
  • Represent the department or program on various committees and in meetings as required.
  • Perform other duties as required.

QUALIFICATIONS

EDUCATION AND TRAINING:


  • Minimum of a one (1) year Diploma in Office Administration or Business Administration, from an accredited college.
  • Ministry of Labour "Worker Health and Safety Awareness in 4 Steps" training certificate is required.

EXPERIENCE:


  • Minimum of three (3) years' experience working in an Administrative Secretary role within the last five (5) years, preferably within a health care environment.

KNOWLEDGE/SKILLS/ABILITIES:


  • Demonstrated minimum typing speed of 50 words per minute.
  • Demonstrated proficiency in taking and transcribing minutes.
  • Demonstrated knowledge of Medical Terminology.
  • Demonstrated excellent judgment and proven analytical skills.
  • Demonstrated organizational, problemsolving, time management, and leadership skills.
  • Demonstrated training, experience or utilization of lean methodology for process improvement.
  • Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
  • Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
  • Demonstrated superior interpersonal and communication skills, both written and verbal.
  • Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
  • Demonstrated di
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