Administrative Secretary

KEY FUNCTION: 

Provide efficient personal and confidential administrative support, while ensuring the day-to-day operations are managed, coordinated, and performed. 

REPORTING: 

Under the general direction of the Coordinator, Sudbury Breast Screening and Assessment Service.

DUTIES:   

1. Draft, prepare and organize a variety of documents (including reports, spreadsheets, letters, and memos) in an organized, accurate, and professional format.
2. Conduct research, compile data for monthly/annual statistical reporting, and update metrics.
3. Set-up and maintain manual and computerized information filing systems.
4. Coordinate the flow of information with all stakeholders as required.
5. Coordinate meetings, book meeting rooms, prepare agendas, confirm attendance, record minutes, ensure appropriate follow-up of action items, and coordinate catering as required. 
6. Respond to in-person, telephone, and electronic enquires, and relay messages as required.
7. Arrange travel schedules, meal vouchers and make reservations as required.
8. Maintain program’s internal and external websites as required.
9. Ensure proper allocation of funds regarding Accounts Payable and Receivable inquiries; follow-up with Finance as required.
10. Determine and establish office procedures, order office supplies, and maintain inventory.
11. Act as the gatekeeper for all master documents.
12. Update training manuals as required.
13. Process bi-weekly payroll data of the entire Medical Imaging department as required.
14. Act as a stakeholder for all Ontario Breast Screening Program (OBSP) volunteers.
15. Access point for troubleshooting office, equipment, and building services.
16. Relay operational information and issues to management.
17. Maintain up-to-date provincial OBSP guidelines, procedures, and news releases.
18. Assist in the preparation and development of policies, procedures, protocols, manuscripts, papers, agreements, contracts, promotional material, presentations, and forms as required.
19. Provide monthly radiologist reads to the program Director and ensure payment process is initiated.
20. Assist in sourcing and planning on-going health promotion opportunities.
21. Oversee the administration of employee testing for the recruitment process of clerical staff.
22. Ensure up-to-date information is posted and available to all staff.
23. Prepare a variety of confidential labour relations and related documents (e.g. discipline letters, grievance response/preparation, etc.) for the department manager.
24. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
25. Contribute to learner development by providing academic support, mentorship, preceptorship and supervision as required.
26. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
27. Educate and promote health, safety and wellness in the work place.
28. Represent the department or program on various committees and in meetings as required. 
29. 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. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE: 

1. Minimum of three (3) years’ experience working within an Administrative Secretary role in the last five (5) years.
2. Experience working in a Medical Imaging department is preferred.
3. Experience with data entry and processing payroll information for various collective agreements is preferred.

KNOWLEDGE/SKILLS/ABILITIES: 

1. Demonstrated minimum typing speed of 50 words per minute.
2. Demonstrated proficiency in taking and transcribing minutes.
3. Demonstrated knowledge of the Integrated Client Management System (ICMS).
4. Demonstrated data management skills.
5. Demonstrated knowledge of Medical Terminology.
6. Demonstrated excellent judgment and proven analytical skills.
7. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
8. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
9. Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
10. Demonstrated superior interpersonal and communication skills, both written and verbal.
11. Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
12. Demonstrated discretion and maturity when handling confidential information.
13. 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.
8. Ability to travel between local sites.

Processus de sélection :  Les candidates et les candidats à ce poste seront sélectionnés en fonction de leurs aptitudes, de leurs capacités, de leur expérience et de leurs compétences indiquées dans le curriculum vitæ ou le formulaire de demande dûment rempli. L’hôpital se réserve le droit de mener une entrevue officielle au besoin. Cette annonce concerne un poste vacant. 
 
Horizon Santé-Nord s’engage à offrir des mesures d’adaptation aux candidates et candidats en situation de handicap afin de favoriser leur participation aux étapes du recrutement, de l’évaluation, de la sélection et de l’embauche.

HSN REMERCIE TOUTES LES PERSONNES POSANT LEUR CANDIDATURE.
CEPENDANT, NOUS COMMUNIQUERONS UNIQUEMENT AVEC CELLES RETENUES POUR UNE ENTREVUE.

NOUS N’ACCEPTERONS PAS DE DEMANDES APRÈS LA DATE ET L’HEURE DE CLÔTURE.