Reporting to the Manager of Sleep Lab & EEG, the Secretary III provides administrative and secretarial support within the administrative departments of The Royal in a proactive, professional, timely and effective manner.

Duties:

• Provide administrative and secretarial support to a team of clinicians and the Manager
• Schedule appointments, using electronic scheduling system.
• Provide reception services answering and redirecting calls and/or inquiries.
• Receive visit check-ins and registrations.
• Perform general office duties such as filing, photocopying, sending faxes and ordering office supplies.
• Use network technology efficiently (electronic file management, data base management, email, appointment scheduling, registration, chart closing, chart ordering, downloading of questionnaires, etc).
• 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 (eg PAFs, requisitions) to support staffing and personnel functions for selected program staff.
• Co-ordinate and assist in arranging for relief for secretarial positions in Program.  Provide back-up for other Program secretaries as needed.
• Order and receive material supplies including completion of paperwork.
• Preparation of accounts reimbursement and funds request forms.
• 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 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).
  • 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 and standard office equipment (fax, photocopier etc.)
  • Bilingual (French and English) is mandatory. English level A is mandatory in oral expression, comprehension, reading and writing.  French level A- is mandatory is oral expression and comprehension.
    

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