Administrative Secretary

healthscie•Sudbury, ON

4d•CA$34 - CA$40•Onsite

About The Position

Provide efficient and confidential administrative support to Administrative and Medical Directors of Surgical, while ensuring the day-to-day operations are managed, coordinated, and performed.

Requirements

Minimum of a one (1) Diploma in Office or Business Administration, from an accredited college.
Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.
Minimum of three (3) years’ experience working as an Administrative Secretary within the last five (5) years, preferably in a health care environment.
Minimum typing speed of 50 words per minute.
Demonstrated proficiency in taking and transcribing minutes.
Demonstrated knowledge of Medical Terminology.
Demonstrated excellent judgment and proven analytical skills.
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 ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
Demonstrated discretion and maturity when handling confidential information.
Demonstrated commitment to the safety of co-workers and patients.
Ability to use tact and discretion in dealing with health care providers 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.

Nice To Haves

preferably in a health care environment

Responsibilities

Prepare and organize a variety of documents and correspondence in an accurate and professional format.
Coordinate meetings, prepare agendas, ensure appropriate follow-up, book meeting rooms, and coordinate catering requirements.
Answer telephone and electronic enquiries, and relay telephone calls and messages.
Record minutes of meetings and ensure proper follow-up of assigned action items.
Conduct research, compile data for monthly/annual statistical reporting, and update metrics.
Set-up and maintain manual and computerized information filing systems.
Schedule and confirm appointments and meetings.
Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations.
Arrange travel schedules and make reservations as required.
Determine and establish office procedures, order office supplies, and maintain inventory.
Act as corporate gatekeeper and administrator for all chart forms and work with stakeholders from all programs to implement new and revised forms.
Process bi-weekly payroll data.
Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.
Determine and align improvement projects with HSN True North; monitor and adjust to achieve goal outcomes.
Prepare a variety of confidential labour relations and related documents (e.g. discipline letters, grievance response/preparation, etc.) for the department manager.
Support staff and physician recruitment processes within the Surgical Program.
Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
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.