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:

ROM23226E
Title:
Secretary III (TFT 1.

0 FTE)
Position Status:

Temporary Fulltime
Contract End Date:
09/02/2024
FTE:
1
Job Schedule:
Days
Department:
Youth Psychiatry 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 the clinicians in the Youth Psychiatry Program,

- the Clinical and Administrative Directors of the Youth Psychiatry Program (meetings/ordering/ finance/ etc.)

Schedule appointments, using electronic scheduling system (currently outlook and web ambulatory)
Provide reception services answering and redirecting calls and/or inquiries.
Receive visit checkins and registrations.
Entering referrals meditech, maintain waitlist, work with our community/hospital partners.
Perform general office duties such as filing, photocopying, sending faxes and ordering office supplies
Transcription of handwritten material or dictated clinical reports, letters, etc.
Create and maintain effective procedures to support service activities (statistics tracking, consultations, etc.)
Prepare necessary paperwork for all HR processes (eg PAFs, requisitions, timecards) to support staffing and personnel functions for selected program staff.
Coordinate and assist in arranging for relief for secretarial positions in Program. Provide backup for other Program secretaries as needed.
Order and receive material supplies including completion of paperwork
Preparation of accounts reimbursement, funds request forms, racking and reconciliation of petty cash, other funds (i.e. ROVA/Foundation).
Complete monthly Hand Hygiene Audit for Youth Inpatient Unit.
Coordination of medical students coming into the Youth Program.
Maintain schedule and keys for Youth Van.
Coordinate and schedule all patient appointments (In person and virtual (zoom, doxy, OTN, etc.)) and family/case conference/etc.
Organize special events and activities, including use of video conferencing(OTN) and teleconferencing
Schedule all room booking requirements for the program through the centralized room booking system.
Provide support in hospital and program committees which includes taking and preparing minutes.
Ensure effective communication throughout the program by distributing information appropriately.
Maintain up to date knowledge of the programs and responds to client and public enquiries.
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, Discrimination and Harassment-Free 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 fulltime secretarial or clerical experience in a medical environment).
Typing speed 45 net words per minute minimum.
Excellent communication, organization, problem solving, and customer relation skills, with the ability to relate to persons with mental illness.
Excellent time management skills with the ability to prioritize and meet firm deadlines.
High level of initiative, judgment and adaptability.
Commitment to continuous learning and quality improvement.
Ability to be proactive in task planning.
Mature and professional demeanor with solid communication and interpersonal skills.
Ability to work with multiple interruptions, manage competing priorities.
Ability to function as a member of a team and work cooperatively with other team members.
Proficiency with latest versions of Windows, Microsoft Word & Excel, Internet Explorer, Outlook, Meditech, EpiCare and standard office equipment (fax, photocopier etc.)
Bilingual (French/English) is preferred French level A is mandatory in oral expression and oral comprehension. English level A is mandatory in oral expression/comprehension, reading comprehension and written expression.

Salary Range:

- $28.28 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