Administrative Secretary

KEY FUNCTION:
Provide personal and confidential administrative support to the Administrative and Medical Directors of the Access and Flow Program. Ensure day to day operations are managed, coordinated and preformed.

REPORTING:
Under the general direction of the Administrative Director, Patient Flow, Care Transitions and Utilization.

DUTIES:
1. Prepare and organize a variety of documents and correspondence in an accurate and professional format.
2. Answer telephone and electronic inquiries, and relay telephone calls and messages.
3. Communicate and coordinate with other departments to ensure appropriate flow of information and patients based on unit specific inclusion/exclusion criteria.
4. Communicate with community partners to relay information as required.
5. Compile and maintain quality data as required.
6. Manage staff schedules in MyHSN and process bi-weekly payroll data.
7. Schedule and confirm appointments and meetings.
8. Manage and redirect correspondence/inquiries (e.g., calls, emails, and physical mail).
9. Set up and maintain manual and computerized information filing systems.
10. Coordinate meetings, prepare agendas, record minutes and action items and ensure appropriate follow-up; book meeting rooms as required.
11. Order office supplies and maintain unit inventory.
12. Arrange travel schedules and make reservations as required.
13. Manage purchase order requests in the appropriate systems.
14. Ensure accurate accounting of expenditures and distribution of funds within the department.
15. Prepare credit card reconciliation reports and facilitate approvals for appropriate authorizations.
16. Act as a gatekeeper for all master documents, maintain committee contact lists and update training manuals as required.
17. Act as administrator for program’s website.
18. Manage and maintain administrative scheduling requirements.
19. Respond to physician inquiries and liaise independently with staff physicians, locum physicians and medical personal in other communities on behalf of the Medical Director.
20. Create power point presentations, briefing notes and reporting on quality improvement initiatives.
21. Prepare a variety of confidential labour relations and related documents (e.g., discipline letters and grievance response/preparation) for the department manager.
22. Support recruitment process, schedule interviews, perform reference checks and complete forms.
23. Oversee developmental strategies and follow government body and organizational policies to ensure data is private, confidential, and protected.
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 of Business Administration, from an accredited college.
2. Ministry of Labour “workers Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:
1. Minimum of three (3) years’ experience in an Administrative role, within the last five (5) years, preferably within a health care environment.

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 ability to mentor students and support personnel.
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 effective time management and organizational skills with the ability to organize and prioritize as required.
12. Demonstrated discretion and maturity when handling confidential information.
13. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY:
1. Demonstrated ability to work effectively as a member of an interdisciplinary team.
2. Demonstrated ability to perform with minimal supervision; to prioritize duties.
3. Demonstrated commitment to ongoing professional development.
4. Demonstrated professionalism in dealing with confidential and sensitive issues.
5. Demonstrated positive work record and excellent attendance record.
6. Ability to meet the physical and sensory demands of the job.
7. Ability to travel between local sites.
8. Valid driver’s license with access to reliable vehicle.

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.