Program Secretary

Hamilton Health Sciences • Hamilton, ON

7d

About The Position

The Program Secretary provides administrative support for the Managers, Clinical Leaders and Supervisors at JCC. The Program Secretary is primarily responsible for supporting coordination of clinic scheduling, staff scheduling, sick call replacement, daily staff assignments and payroll. The Program Secretary also assembles financial data for budget reports, tracks overtime and lieu time banks, prepares vacation requests for all union groups, orders and manages supplies and equipment for the clinical areas, maintains emergency preparedness documentation and acts as emergency Code Captains for Level 3 at JCC, updates departmental policies and performs other duties as assigned.

Requirements

• Graduate of Community College Business Secretarial Program or equivalent
• Proficient keyboarding skills (70 wpm)
• Demonstrated proficient computer skills in word processing, spreadsheets and database systems including MS Access, MS Excel, MS Word, MS Outlook, Windows, Meditech System, EPIC Hospital Information System experience
• Demonstrated ability to create and maintain various databases and generate reports from these databases
• Demonstrated ability to handle confidential information and apply discretion
• Demonstrated excellence in effective communication and interpersonal skills within a professional team environment
• Positive attitude, demonstrated ability to take initiative, and use judgment in developing, adapting and applying processes to address problem situations
• Demonstrated ability to meet project and task deadlines, excellent organizational skills and effective problem-solving abilities
• Team player with a strong sense of ownership and accountability; ability to work independently
• Demonstrated ability to develop systems that create efficient work flow
• Demonstrated record in pursuing own continuing professional development and availing of opportunities for new learning
• Commitment to Hamilton Health Sciences vision and continuous quality improvement with a strong customer service focus.

Responsibilities

• Supporting coordination of clinic scheduling
• Supporting staff scheduling
• Handling sick call replacement
• Managing daily staff assignments
• Processing payroll
• Assembling financial data for budget reports
• Tracking overtime and lieu time banks
• Preparing vacation requests for all union groups
• Ordering and managing supplies and equipment for clinical areas
• Maintaining emergency preparedness documentation
• Acting as emergency Code Captains for Level 3 at JCC
• Updating departmental policies
• Performing other duties as assigned

What This Job Offers

• Career Level: Mid Level
• Education Level: Associate degree