Administrative Secretary, Care Transitions, Patient Flow & Utilization

KEY FUNCTION:
Provide personal and confidential administrative support to the Managers and Director of the Access and Flow Program. Ensure day to day operations are managed, coordinated and preformed.

REPORTING:
Under the general direction of the Administrative Director, Care Transitions, Patient Flow and Utilization.

DUTIES:
1. Communicate and coordinate with other departments to ensure appropriate flow of information and appropriate patients based on unit specific inclusion/exclusion criteria.
2. Communicate with community partners to relay information as required.
3. Compile and maintain quality data as required.
4. Process weekly payroll for HSN and contracted staff.
5. Manage HSN schedules.
6. Manage and redirect correspondence/inquiries (e.g., calls, emails, and physical mail).
7. Organize and maintain manual and computerized information filing systems.
8. Coordinate meetings, prepare agendas, record minutes and action items and ensure appropriate follow-up; book meeting rooms as required.
9. Order office supplies and maintain unit inventory.
10. Manage and maintain invoice expenses and billing.
11. Manage purchase order requests in the appropriate systems.
12. Manage and maintain administrative scheduling requirements.
13. Create power point presentations, briefing notes and reporting on quality improvement innitaitives.
14. Prepare a variety of confidential labour relations and related documents (e.g., discipline letters and grievance response/preparation) for the department manager.
15. Oversee developmental strategies and follow government body and organizational policies to ensure data is private, confidential, and protected.
16. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
17. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
18. Educate and promote health, safety and wellness in the work place.
19. Represent the department or program on various committees and in meetings as required.
20. Perform other duties as required.

QUALIFICATIONS
EDUCATION AND TRAINING:
1. Minimum of a one (1) year Diploma in Office of Business Administration, from an accrediated college.
2. Ministry of Labour “Workers Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:
1. Two (2) years recent experience working in an administrative role is preferred.

KNOWLEDGE/SKILLS/ABILITIES:
1. Demonstrated knowledge of payroll, coding and website authoring software.
2. Demonstrated typing speed of 60 words per minute.
3. Demonstrated proficiency in taking and transcribing minutes.
4. Demonstrated knowledge of Medical Terminology.
5. Demonstrated excellent judgment and proven analytical skills.
6. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
7. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
8. Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
9. Demonstrated superior interpersonal and communication skills, both written and verbal.
10. Demonstrated effective time management and organizational skills with the ability to organize and prioritize as required.
11. Demonstrated discretion and maturity when handling confidential information.
12. Demonstrated commitment to the safety of co-workers and patients.
13. Demonstrated ability to mentor students and support personnel.

PERSONAL SUITABILITY:
1. Demonstrated ability to work effectively as a member of an interdisciplinary team.
2. Demonstrated ability to perform with minimal supervision; to prioritize duties.
3. Demonstrated commitment to ongoing professional development.
4. Demonstrated professionalism in dealing with confidential and sensitive issues.
5. Demonstrated positive work record and excellent attendance record.
6. Ability to meet the physical and sensory demands of the job.
7. Ability to travel between local sites.
8. Valid driver’s license with access to reliable vehicle.

Selection Process:  Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required.
 

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.