Clinical Team Secretary - Brockville, Canada - The Royal Ottawa Mental Health Centre

The Royal Ottawa Mental Health Centre

Verified Company

Brockville, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position Information

Posting Number:

BMHC23101E
Title:
Clinical Team Secretary (RFT 1.

0 FTE)
Position Status:

Regular Fulltime
FTE:
1.0
Job Schedule:
Days
Unit:
Flexible Assertive Community Treatment Team for Persons Dually Diagnosed
Department:
Community Mental Health
Union:
OPSEU Local 439
Site:
Brockville 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:

Arranges and coordinates meetings
Prepares background information for meetings
Attends Team Kardex and morning Team meetings taking minutes
Provides support to hospital programs and committees, including taking, preparing and distributing minutes
Transcribes handwritten material or dictated clinical reports, letters, etc.
Organizes and maintains an effective filing and office management system
Performs general office duties such as filing, photocopying, sending faxes, etc.
Uses network technology efficiently e.g. electronic file management, data base management, appointment scheduling, registration, chart closing, chart ordering, etc.
Receives and distributes mail
Creates and maintains effective procedures to support clinic/program activities
Provides reception services answering and redirecting calls and/or inquiries
Orders and receives material supplies, including completion of paperwork
Prepares accounts of reimbursement and funds request forms
Acts as a main contact for centralized room booking for the Program
Prepares requisitions for printing, stores, work orders, etc.
Ensures effective communication throughout the Program by distributing information appropriately
Schedules appointments using electronic scheduling system
Receives visit check ins and registrations
Processes new client information and ordering of clinical records
Prepares for Kardex, triages referrals to physicians
Generates physician billing including submissions and reconciliation
Processes biweekly pay cards for Program staff, maintaining appropriate supporting documentation
Prepares necessary paperwork to support staffing and personnel functions for the Program e.g. PAF, job postings, arranging interviews, procedures for new hires, etc. as delegated by Manager or Director
Audits payroll, sick leave, vacation, labour distribution reports, etc. reporting variances to the Manager or Director of Operations; reviews and adjusts year end vacation and sick leave balances
Prepares statistical reports, as required
Exercises signing authority as delegated by the Director
Assists in budget preparation
Transcribes performance management materials as required, forwarding completed documentation to Human Resources
Participates on Accreditation teams
Provides back up coverage for other Program secretaries
Coordinates and assists in arranging relief for Secretarial positions in the Program
Organizes special events/educational activities as required
Makes travel arrangements
Processes employee retirements
Oversees Fleet Vehicle Bookings and Maintenance
To work in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of The Royal.
To ensure a work environment that is conducive to Royal's Anti-Racism, Harassment and Discrimination Free Workplace Policy.
Other duties as may be assigned

Requirements:

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)
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
Ability to work independently, prioritize work and meet deadlines
Commitment to continuous learning and quality improvement
Ability to create PowerPoint presentations
Typing skills 45 words per minute minimum, with high accuracy level
Dictatyping skills
An understanding of basic financial and mathematical concepts
Ability to work with multiple interruptions
Ability to function as a member of a team and work cooperatively with team members
Ability to work independently
Valid G License and access to a reliable vehicle for day to day operations/errands of the team
English level A is manda