Medical Secretary

KEY FUNCTION: 

Provide administrative support and specialised secretarial services to the Infant and Child Development Services (ICDS) program, while supporting clients, families, and community partners.

REPORTING: 

Under the general direction of the CQI Manager, Infant and Child Development Services and the Children’s Treatment Centre.

DUTIES:

1. Execute tasks that support client participation in program services from referral to discharge.
2. Support clients, families and service providers to navigate the referral process and service delivery.
3. Provide secretarial services (e.g. minutes of meetings, draft reports/memos/forms/templates, keyboarding, data entry, photocopying, and scanning).
4. Direct all incoming telephone calls appropriately, screen all patient related telephone calls, and manage/distribute incoming mail.
5. Maintain an effective filing and information retrieval system.
6. Maintain databases and contact lists as required.
7. Organize, maintain and keep an inventory of adequate office, medical and cleaning supplies as required.
8. Conduct phone calls with clients/families on ICDS waitlist to initiate appropriate services.
9. Schedule appointments in Expanse Ambulatory Front Office.
10. Process referrals within the Ocean eReferral Portal.
11. Respond to client/family and public inquiries; provide positive support and information.
12. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
13. Participate in hospital training as required.
14. Assist with improvement initiatives as required.
15. Perform other duties as required. 

QUALIFICATIONS

EDUCATION AND TRAINING: 

1. Minimum of one (1) year Diploma in a Medical Office Administration field, from an accredited college.

1. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE: 

1. Minimum of six (6) months recent relevant experience preferably in a pediatric department within a healthcare environment.

KNOWLEDGE/SKILLS/ABILITIES: 

1. Demonstrated knowledge and awareness of NEO Kids program services.
2. Demonstrated knowledge of and proficiency with Medical Terminology.
3. Demonstrated ability to type a minimum of 50 words per minutes.
4. Demonstrated proficiency in data entry.
5. Demonstrated knowledge of and proficiency in taking minutes and transcription.
6. Demonstrated excellent customer service skills.
7. Demonstrated ability to work effectively and efficiently as a team member in a fast-paced environment.
8. Demonstrated computer skills with intermediate skills, proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and applicable patient information systems.
9. Demonstrated ability to effectively interact and communicate with patients, families, healthcare workers and physicians.
10. Demonstrated interpersonal and communication skills.
11. Demonstrated ability to prioritize tasks. 
12. Demonstrated compliance with HSN’s privacy policy.
13. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY: 

1. Successful Vulnerable Sector Check is required.
2. Ability to use tact and discretion in dealing with health care providers and patients.
3. Proven ability to work independently and in a team environment.
4. Demonstrated ability to perform with minimal supervision; to prioritize duties.
5. Demonstrated commitment to ongoing professional development.
6. Demonstrated professionalism in dealing with confidential and sensitive issues.
7. Demonstrated positive work record and good 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.
 

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.