Secretary III (Casual)

Job Responsibility:

Position Information

Posting Number: ROM24-388E Title: Secretary III (Casual) Position Status: Casual FTE: 0.0 Job Schedule: Days Department: Administration 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.

The Royal is currently hiring for our Casual Secretary pool. Required on an on-call/casual basis, the Casual Secretary will be called in to replace regular part-time or regular full-time staff. Our Casual Secretary needs are weekdays Monday to Friday during our core business hours of 8:00 - 4:00. Our Secretaries provide administrative and secretarial support to a team of clinicians. Tasks may include scheduling appointments, arranging and coordinating meetings involving internal staff as well as those from external agencies, preparing background material for meetings, organizing and maintaining an effective filing and office management system, taking and distributing minutes at meetings, making travel arrangements, and general reception duties including telephone reception. Duties:

• Provide administrative and secretarial support to a team of clinicians.
• 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, 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 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 - 40 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.)
• English level A is mandatory in oral expression, comprehension, reading and writing. Bilingual (French and English) is considered an asset.

Salary Range: $31.90 to $34.65 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 pre-condition of employment.
• The Royal is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the recruitment process.