Administrative Secretary (Integrated Urgent Mental Health & Addictions Care)

KEY FUNCTION:
Provide efficient and confidential administrative and logistics support, while ensuring the day-to-day operations are managed, coordinated, and performed.

REPORTING:
Under the general direction of the Clinical Manager, Integrated Urgent Mental Health and Addictions Care.

DUTIES:
1. Assist with problem-solving and oversee solution implementation related to logistics and operations of the Addiction Medicine Consultation Service, the Addiction Medicine Unit, and the Urgent Response and Care Transitions programs.
2. Prepare and organize a variety of documents and correspondence in an accurate and professional format.

3. Coordinate meetings and/or events, prepare agendas, record and circulate meeting minutes, ensure appropriate follow-up of assigned action items and book meeting rooms as required.
4. Answer telephone and electronic enquires, and relay telephone calls and messages.
5. Collect, compile, and maintain data for monthly and annual statistical reporting; prepare reports, update performance metrics, and ensure the accuracy and integrity of departmental records and databases.

6. Set-up and maintain manual and computerized information filing systems.
7. Schedule and confirm appointments and meetings.
8. Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations.

9. Provide administrative and clerical support through the preparation of confidential reports, briefing notes, presentations, correspondence, and budget documentation, while ensuring high standards of accuracy, confidentiality, and grammatical correctness.
10. Prepare and maintain employee schedules, coordinate shift adjustments and coverage, and ensure scheduling practices align with Collective Bargaining Agreement provisions and organizational standards.
11. Determine and establish office procedures, order office supplies, and maintain inventory.

12. Process bi-weekly payroll data and prepare and review invoices as required.
13. Initiate the OSI process and monitor timelines for status updates (i.e. requirement for medical documentation and return to work plans).
14. Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.

15. Prepare a variety of confidential labour relations and related documents (e.g. discipline letters, grievance response/preparation, etc.) for the program manager.
16. Coordinate travel reservations and prepare/submit Travel Authorization Forms and Travel Expense Reimbursements.
17. Coordinate and support administrative projects aligned with organizational goals, monitor progress, and facilitate communication to help achieve desired outcomes.

18. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
19. Contribute to learner development by providing academic support, mentorship, preceptorship and supervision as required.
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. Post-secondary education in a health-related field is preferred.
3. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:
1. Minimum of two (2) years’ experience working in an addiction and/or mental health acute care setting within the last five (5) years, in an administrative support, coordination or equivalent role.

KNOWLEDGE/SKILLS/ABILITIES:
1. Demonstrated typing speed of 50 words per minute.
2. Demonstrated proficiency with MyHSN scheduling and payroll and workforce management functions.

3. Demonstrated knowledge and familiarity with the CUPE, ONA and ONAP Collective Bargaining Agreements.
4. Demonstrated knowledge with purchasing, procurement processes, inventory management and supply coordination within an acute care setting.
5. Demonstrated proficiency in recording, preparing and distributing accurate meeting minutes.

6. Demonstrated knowledge of Medical Terminology.
7. Demonstrated excellent judgment, critical thinking and proven analytical problem-solving skills.
8. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.

9. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
10. Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
11. Demonstrated superior interpersonal and communication skills, both written and verbal.

12. Demonstrated ability to manage competing priorities, multiple tasks/projects, and tight deadlines in a fast-paced environment.
13. Demonstrated discretion and maturity when handling confidential information.
14. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY:
1. Demonstrated ability to use tact, diplomacy, and professionalism when interacting with patients, families, health care providers, and other stakeholders.
2. Demonstrated ability to work collaboratively and effectively as a member of an interdisciplinary team.

3. Demonstrated initiative, strong work ethic, and the ability to understand and support broader departmental and organizational objectives through day-to-day activities and decision-making.
4. Demonstrated ability to work independently, prioritize competing demands, and exercise sound judgment with minimal supervision.
5. Demonstrated commitment to ongoing professional development.

6. Demonstrated professionalism in dealing with confidential and sensitive issues.
7. Demonstrated positive work record and excellent attendance record.
8. Ability to meet the physical and sensory demands of the job.

9. Ability to travel between local sites.

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.