Administrative Secretary

KEY FUNCTION: 

Provide efficient and confidential administrative support to the Director, Academic and Research Impact, while supporting the Academic Affairs department and ensuring day-to-day operations are effectively managed, coordinated, and executed.

REPORTING: 

Under the general direction of the Director, Academic and Research Impact.

DUTIES:   

1. Prepare and organize a variety of documents and correspondence in an accurate and professional format.
2. Set-up and maintain manual and computerized information filing systems.
3. Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations. 
4. Initiate purchase order requisitions for lab consumables, medical gases, linen, and supplies.
5. Assist with webpage development and content.
6. Answer telephone and electronic inquiries, and relay telephone calls and messages; co-manage Academic Affairs and HSNRI administrative mailboxes, including monitoring, triaging, and responding to inquiries, and providing coverage during absences.
7. Act as a primary point-of-contact; greet and assist internal and external clients.
8. Coordinate meetings, special events, prepare agendas, ensure appropriate follow-up, book meeting rooms, and coordinate catering requirements.
9. Record minutes of meetings and ensure proper follow-up of assigned action items (i.e. Medical Education Committee (MEC), Nursing Liaison, Program Council, JHSC, etc.).
10. Provide calendar, inbox, meeting and I/T support.
11. Prepare travel arrangements and expense claims.
12. Process invoices, prepare credit card reconciliations, manage petty cash and prepare billing requests.
13. Compile data for monthly/annual statistical reporting, and update metrics.
14. Determine and establish office procedures, order office supplies, and maintain inventory.
15. Draft agreements, complete forms, manage personnel files, and support payroll processes.
16. Support job postings and interview scheduling.
17. Develop, implement, and maintain Standard of Work (SoW) documentation for all core duties to support onboarding, cross-coverage, and future training initiatives.
18. Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.
19. Assist in the preparation and organization of special events and training initiatives.
20. Support Grand Rounds logistics and accreditation processes, prepare meeting materials (e.g., Internal Medicine Academic Committee (IMAC) packages), and support Continuing Medical Education (CME) Planning Committee activities and documentation.
21. Perform monthly physical inspection.
22. Act as backup for Executive Assistant, as required.
23. Support student placement processes (e.g., INPLACE system).
24. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
25. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
26. Educate and promote health, safety and wellness in the workplace.
27. Represent the department or program on various committees and in meetings as required.
28. 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 as an Administrative Secretary within the last five (5) years, preferably in a health care environment.

KNOWLEDGE/SKILLS/ABILITIES: 

1. Demonstrated typing speed of 50 words per minute.
2. Demonstrated proficiency in taking and transcribing minutes.
3. Demonstrated excellent judgment and proven analytical skills.
4. Demonstrated ability to prioritize tasks to support seamless transitions and continuity of operations across activities.
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).  
8. Demonstrated superior interpersonal and communication skills, both written and verbal.
9. Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
10. Demonstrated discretion and maturity when handling confidential information.
11. Demonstrated commitment to the safety of co-workers.

PERSONAL SUITABILITY: 

1. Ability to use tact and discretion in dealing with health care providers.
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.