Secretary Receptionist

KEY FUNCTION:
Provide efficient administrative support and customer service to the Mental Health and Addictions, Regional Development and Community Outpatient programs.

REPORTING:
Under the general direction of the Coordinator, Systems and Operational Support.

DUTIES:
1. Provide secretarial support to a multidisciplinary team to ensure coordinated delivery of services.
2. Assist in the preparation of program statistics and reports.
3. Prepare external and internal correspondence.
4. Review and process incoming referrals and faxes.
5. Maintain efficient information filing systems that include program resources, educational materials, screening tools, and internal and external forms.
6. Organize and maintain an inventory of office, medical, and cleaning supplies.
7. Answer telephone calls, respond to general inquiries, and refer calls to appropriate resources..
8. Manage patient waitlist for assigned programs.
9. Schedule patient appointments (in-person and videoconferencing), and complete reminder calls..
10. Register patients, complete order entries, and input patient-related information into the electronic medical record.
11. Provide clerical support during psychiatry clinics including managing and responding to physician tasks/requests, obtaining documentation, and acting as a liaison with internal and external stakeholders to support the continuum of patient care.
12. Process access to information requests in accordance with the Freedom of Information and Protection of Privacy Act (FIPPA).
13. Prepare and process billings.
14. Implement safety procedures and protocols during high-risk management clinics.
15. Create and maintain databases and contact lists.
16. Receive, open, and distribute departmental mail.
17. Participate in team huddles and meetings as required.
18. Record and distribute minutes of meetings.
19. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
20. Participate in hospital training as required.
21. Assist with improvement initiatives as required.
22. Perform other duties as required.

QUALIFICATIONS
EDUCATION AND TRAINING:
1. Minimum of a one (1) year Post-Secondary Certificate in office or business administration from an accredited college.
2. Non-Violent Crisis Intervention (NVCI) training preferred.
3. Cultural competency and sensitivity training preferred.
4. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:
1. Minimum of one (1) year recent relevant experience.
2. Two (2) years’ experience within Mental Health and Addictions is preferred.
3. One (1) year experience with vulnerable populations is preferred.

KNOWLEDGE/SKILLS/ABILITIES:
1. Demonstrated ability to follow direction and complete administrative tasks to ensure stabilized operations of the program.
2. Demonstrated proficiency in data entry and keyboarding.
3. Demonstrated critical thinking, problem solving, and customer service skills.
4. Demonstrated ability to manage a diversified workload and rapidly changing priorities to meet deadlines.
5. Demonstrated ability to work effectively and efficiently as a team member in a fast-paced environment.
6. Demonstrated discretion and maturity when handling confidential information.
7. Demonstrated computer skills with advanced proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and applicable patient information systems (e.g. Expanse and Oceans).
8. Demonstrated ability to effectively interact and communicate with patients, families, and healthcare workers.
9. Demonstrated interpersonal and communication skills.
10. Demonstrated ability to prioritize tasks.
11. Demonstrated compliance with HSN’s privacy policy.
12. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY:
1. Successful criminal reference check is required for vulnerable sector.
2. Ability to be self-directed and to work with minimal supervision.
3. Demonstrated ability to work effectively as a member of an interdisciplinary team.
4. Ability to use tact and discretion in dealing with health care providers and patients.
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. 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.