Administrative Secretary, Access & Flow

healthscie•Sudbury, ON

3d•CA$31 - CA$37•Onsite

About The Position

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 performed.

Requirements

Minimum of a one (1) year Diploma in Office of Business Administration, from an accredited college.
Ministry of Labour “workers Health and Safety Awareness in 4 Steps” training certificate is required.
Minimum of three (3) years’ experience in an Administrative role, within the last five (5) years, preferably within a health care environment.
Demonstrated knowledge of payroll, coding and website authoring software.
Demonstrated typing speed of 60 words per minute.
Demonstrated proficiency in taking and transcribing minutes.
Demonstrated knowledge of Medical Terminology.
Demonstrated excellent judgment and proven analytical skills.
Demonstrated ability to mentor students and support personnel.
Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
Demonstrated superior interpersonal and communication skills, both written and verbal.
Demonstrated effective time management and organizational skills with the ability to organize and prioritize as required.
Demonstrated discretion and maturity when handling confidential information.
Demonstrated commitment to the safety of co-workers and patients.
Demonstrated ability to work effectively as a member of an interdisciplinary team.
Demonstrated ability to perform with minimal supervision; to prioritize duties.
Demonstrated commitment to ongoing professional development.
Demonstrated professionalism in dealing with confidential and sensitive issues.
Demonstrated positive work record and excellent attendance record.
Ability to meet the physical and sensory demands of the job.
Ability to travel between local sites.
Valid driver’s license with access to reliable vehicle.

Nice To Haves

preferably within a health care environment

Responsibilities

Prepare and organize a variety of documents and correspondence in an accurate and professional format.
Answer telephone and electronic inquiries, and relay telephone calls and messages.
Communicate and coordinate with other departments to ensure appropriate flow of information and patients based on unit specific inclusion/exclusion criteria.
Communicate with community partners to relay information as required.
Compile and maintain quality data as required.
Manage staff schedules in MyHSN and process bi-weekly payroll data.
Schedule and confirm appointments and meetings.
Manage and redirect correspondence/inquiries (e.g., calls, emails, and physical mail).
Set up and maintain manual and computerized information filing systems.
Coordinate meetings, prepare agendas, record minutes and action items and ensure appropriate follow-up; book meeting rooms as required.
Order office supplies and maintain unit inventory.
Arrange travel schedules and make reservations as required.
Manage purchase order requests in the appropriate systems.
Ensure accurate accounting of expenditures and distribution of funds within the department.
Prepare credit card reconciliation reports and facilitate approvals for appropriate authorizations.
Act as a gatekeeper for all master documents, maintain committee contact lists and update training manuals as required.
Act as administrator for program’s website.
Manage and maintain administrative scheduling requirements.
Respond to physician inquiries and liaise independently with staff physicians, locum physicians and medical personal in other communities on behalf of the Medical Director.
Create power point presentations, briefing notes and reporting on quality improvement initiatives.
Prepare a variety of confidential labour relations and related documents (e.g., discipline letters and grievance response/preparation) for the department manager.
Support recruitment process, schedule interviews, perform reference checks and complete forms.
Oversee developmental strategies and follow government body and organizational policies to ensure data is private, confidential, and protected.
Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
Contribute to learner development by providing academic support, mentorship, preceptorship and supervision as required.
Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
Educate and promote health, safety and wellness in the work place.
Represent the department or program on various committees and in meetings as required.
Perform other duties as required.