Administrative Secretary (Centre for Pre-Hospital Care)

KEY FUNCTION: 

Provide efficient and confidential administrative support to the Regional Manager, Coordinators, Regional Medical Director and Medical Advisors while ensuring day to day operations are managed, coordinated, and performed. Coordinate the programs’ internal and external educational events.  

REPORTING: 

Under the general direction of the Regional Manager, Trauma Services and Centre for Prehospital Care.

DUTIES: 

1. Prepare and organize a variety of documents and correspondence in an accurate and professional format for the program management and physician leadership. 
2. Schedule, confirm appointments and meetings, and arrange high volume of travel for the program’s Managers, Medical Directors/Leads and act as liaison with travel agent for staff travel.
3. Process financial expenses and revenue to ensure accurate accounting of expenditures and distribution of funds and process bi-weekly payroll data for multiple programs.
4. Oversee the application for accreditation of the program’s educational events for physicians.
5. Conduct research, compile data for monthly/annual statistical reporting and update metrics for both the programs and for external stakeholders.
6. Determine and establish office procedures, and maintain equipment inventory for medical, technical and consumables and order products/office supplies as required.
7. Respond to physician inquiries and liaise independently with physicians and medical personnel internally and in other communities in the absence of the Medical Director.
8. Assist with the analysis of information to plan and implement changes to achieve efficiencies.
9. Initiate, manage and coordinate the flow of information between staff, other departments, regional and provincial stakeholders, and vendors to ensure the program’s effective and efficient operation.
10. Coordinate multi-faceted/multi-stakeholder regional meetings/events, record minutes, and coordinate specific trauma-related educational events in collaboration with other Lead Trauma Hospital staff.
11. Assist in event planning for educational events and annual provincial conference.
12. Draft event report summary to identify any areas for improvement.
13. Assist with management and tracking of HSN department budgets, monitoring current and projected costs for reporting and reconcile educational and Provincial budgets monthly for tracking; review for discrepancies and flag errors to Regional Manager and program accountant.
14. Compile, review, and process all travel expenses and bring forward any discrepancies to the appropriate staff. 
15. Act as an administrator for the local and provincial websites.
16. Troubleshoot IT applications Paramedic Portal of Ontario (PPO) and Integrated Quality Evaluation Management Suite (IQEMS) access issues for paramedics, paramedic services leadership, and internal staff and escalate complex issues to next level support. 
17. Oversee and maintain policy framework for each program.
18. Prepare a variety of confidential labour relations and related documents (e.g. discipline letters, grievance response/preparation, etc.) for the department manager.
19. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
20. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
21. Educate and promote health, safety and wellness in the work place.
22. Represent the department or program on various committees and in meetings as required.
23. Perform other duties as required.

QUALIFICATIONS

EDUCATION AND TRAINING: 

1. Minimum of a one (1) year Diploma in Office or Business Administration, from an accredited college.
2. Advanced Trauma Life Support Coordinator (ATLS) certification or in progress is preferred.
3. Project Management Professional (PMP) or in progress is preferred.
4. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE: 

1. Minimum of three (3) years’ experience working as an administrative secretary within the last five (5) years.
2. Experience in Learning Management Systems (LMS), Quality Assurance Systems and other web-based systems is preferred.

KNOWLEDGE/SKILLS/ABILITIES: 

1. Demonstrated typing speed of 50 words per minute.
2. Demonstrated proficiency in taking and transcribing minutes.
3. Demonstrated knowledge of Medical Terminology.
4. Demonstrated excellent judgment and proven analytical skills.
5. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
6. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
7. Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
8. Demonstrated ability to use a variety of video communication platforms such as Zoom, WebEx, and Microsoft Teams.
9. Demonstrated superior interpersonal and communication skills, both written and verbal.
10. Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
11. Demonstrated discretion and maturity when handling confidential information.
12. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY: 

1. Ability to use tact and discretion in dealing with health care providers and patients.
2. Demonstrated ability to work effectively as a member of an interdisciplinary team.
3. Demonstrated ability to perform with minimal supervision; to prioritize duties.
4. Demonstrated commitment to ongoing professional development.
5. Demonstrated professionalism in dealing with confidential and sensitive issues.
6. Demonstrated positive work record and excellent attendance record.
7. Ability to meet the physical and sensory demands of the job.

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. This posting is for an existing vacancy.
 

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.