Administrative Secretary

KEY FUNCTION:
Provide personal and confidential administrative support to the manager and staff of the Alternative Health Facility (Amberwood). Ensure the day-to-day operations are managed, coordinated, and performed.

REPORTING:
Under the general direction of the Clinical Manager, Alternate Health Facility (Amberwood).

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. Coordinate non-urgent transporation requests for patient appointments and discharges to Long Term Care (LTC) facilities.
5. Process weekly payroll for HSN and contracted staff.
6. Manage HSN and contracted staffs’ schedules.
7. Manage and redirect correspondence/inquiries (e.g., calls, emails, and physical mail).
8. Organize and maintain manual and computerized information filing systems.
9. Coordinate meetings, prepare agendas, record minutes and action items and ensure appropriate follow-up; book meeting rooms as required.
10. Order office supplies and maintain unit inventory.
11. Manage and maintain invoice expenses and billing.
12. Manage purchase order requests in the appropriate systems.
13. Manage and maintain administrative scheduling requirements.
14. Prepare a variety of confidential labour relations and related documents (e.g., discipline letters and grievance response/preparation) for the department manager.
15. Evaluate patient care and satisfaction on an ongoing basis and formulate solutions for improvement.
16. Oversee developmental strategies and follow government body and organizational policies to ensure data is private, confidential, and protected.
17. Participate in hospital training as required.
18. Assist with improvement initiatives as required.
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. Ministry of Labour “Worker 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. Successful Vulnerable Sector Check is required.
2. Ability to travel between local sites.
3. Valid driver’s license with access to reliable vehicle.
4. Demonstrated ability to work effectively as a member of an interdisciplinary team.
5. Demonstrated ability to perform with minimal supervision; to prioritize duties.
6. Demonstrated commitment to ongoing professional development.
7. Demonstrated professionalism in dealing with confidential and sensitive issues.
8. Demonstrated positive work record and excellent attendance record.
9. 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.