Secretary Iii - Ottawa, Canada - The Royal Ottawa Mental Health Centre

The Royal Ottawa Mental Health Centre

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position Information

Posting Number:

ROM23192E
Title:
Secretary III (RFT 1.

0 FTE)
Position Status:

Regular Fulltime
FTE:
1.0
Job Schedule:
Days
Unit:
Regional Psychosis Clinic
Department:
Integrated Schizophrenia Recovery Program
Union:
CUPE Local 942
Site:
Royal Ottawa Mental Health Centre
About The Royal
As one of Canada's foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education._

Duties:

Provide administrative and secretarial support to clinicians in the Schizophrenia Program, and to Program and Clinical Directors.
Ensure effective communication throughout the program by distributing information appropriately.
Process client information and ordering of clinical records.
Communicate with internal and community referral sources to obtain additional information as needed
Schedule client appointments using electronic scheduling system.
Prepare and send correspondence, as directed by clinicians and Program and Clinical Directors.
Arrange and coordinate meetings involving internal staff as well as those from external agencies, prepare background material for meetings, take and prepare minutes, and act as a main contact for centralized room booking and OTN system for the program.
Create and maintain effective procedures to support activities of the program using network technology efficiently e.g. electronic file management, data base management, appointment scheduling, statistics tracking and reporting, etc.
Order and receive materials supplies including completion of paperwork.
Organize and maintain an effective filing and office management system
Prepare requisitions for printing, stores, work orders, etc.
Prepare accounts reimbursement and funds request forms.
Process biweekly payroll cards for program staff including maintaining appropriate supportive documentation.
Prepare necessary paperwork (e.g. PAFs, requisitions) to support staffing and personnel functions for selected program staff.
Coordinate and assist in arranging for relief for secretarial positions in program.
Audit payroll, sick leave, vacation and labour distribution reports and report variances to Administration Manager; review and adjust year end vacation, sick leave balances.
Participate in special projects.
Work in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of The Royal.
Ensure a work environment that is conducive to The Royal's Anti-Racism, Harassment & Discrimination Free Workplace policy.
Other duties as assigned.

Qualifications:

Completion of OSSD or equivalent.
Office Administration or equivalent College certification and/or diploma OR relevant combination of education, training and experience (minimum experience two years full time secretarial or clerical experience in a medical environment).
Maintain ROHCG mandatory training requirements
Excellent time management skills with the ability to prioritize and meet firm deadlines
Knowledge of medical terminology
Knowledge of deescalation techniques
Aware of community resources for this population
High level of initiative and judgement.
Typing skills 45 net words per minute minimum
Excellent organizational, time management and problemsolving skills.
Excellent communication and customer relation skills.
Must be able to multitask and work with multiple interruptions.
Ability to function as a member of a team and work cooperatively with other team members.
English level A is mandatory in oral expression/comprehension, reading comprehension and written expression. Bilingual (French/English) is considered an asset.

Salary Range:

to 30.71 per hour
Additional Information

All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a precondition of employment.
The Royal is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the recruitment process.