Secretary 2

2 weeks ago


Kingston, Ontario, Canada Kingston Health Sciences Centre Full time

Secretaries at KHSC, work within a professional practice model (PPM*) encompassing five domains that embody the characteristics as listed below, MAGNET
attributes and those of a life-long learning organization: The five domains are 1) care delivery system, 2) leadership approach, 3) professional relationships, 4) professional values, and 5) organizational and professional development in a manner consistent with KHSC's (HDH Site) Mission, Vision and Values and that reflects the core values of Patient and Family Centered Care (dignity, respect, information sharing, participation, and collaboration).


Within this role the Program Secretary is accountable for contributing to the delivery of the Kingston Health Sciences Centre strategy.

As an employee, demonstrating an awareness of and responsibility for actively promoting and supporting patient and family centered engagement and care in all we do.


The Secretary II provides:

  • Secretarial and clerical support to Mental Health & Addiction Services.
  • Carries out the following core functions: telephone and personal reception, data entry into program databases, maintains and updates of clinical activity statistics, health records retrieval and storage, and dictatyping.
  • Provides administrative support for up to several psychiatrists which can include faxing prescriptions, organizing calendars and bookings, and responding to telephone queries.
  • Uses computers, and a variety of software and/or conventional office equipment.

MAJOR DUTIES & RESPONSIBILITIES

Characteristic Duties & Responsibilities

  • Provides administrative support for programs and psychiatrists across the Outpatient Adult Mental Health Program which can include faxing prescriptions, organizing calendars and bookings, responding to telephone queries, and updating referrals in CRMS
  • Receives program clients and family members, staff, students, and visitors
  • Answers the telephone and screens calls and callers. Personally disposes of calls concerning routine matters or refers callers to appropriate persons
  • Receives and distributes mail for program staff
  • Assembles file and other material, as necessary, to facilitate replies by program personnel
  • Makes travel arrangements and prepares expense vouchers
  • Operates office equipment such as computers, copiers, calculators, facsimile machines, and various other office machines
  • Responsible for ordering supplies, and booking Telemedicine appointments via OTN, Reacts and Microsoft Teams
  • Prepares and proofreads minutes, correspondence, tabular data, reports, medical records, examinations, and other material form rough draft, dictating machines and various other sources
  • Conducts health records retrieval and storage
  • Maintains appointments and schedules
  • Arranges for meetings and assists with room bookings as needed
  • Conducts data entry and maintains databases, spreadsheets, hard copy and computerized files and a variety of other office records
  • Assists in the operation of program evaluation activities
  • Assists in the planning and operation of activities
  • Assists in the planning and operation of activities
for conferences

  • Performs other duties as assigned

Leadership Approach Responsibilities

  • Is accountable for decisions and actions when acting independently or when acting in consultation and collaboration with other members of the program team
  • Recognizes and responds effectively to unexpected situations.
  • Uses resources effectively and efficiently
  • Maintains safe working environment
  • Maintains effective working relationships with staff, students, and the public.
  • Participates in the development, implementation, and evaluation of program specific policies and procedures
  • Participates in Continuous Quality Improvement (CQI) activities, problem identification, and problem resolution
  • Acts as a role model for the program
  • Acts as an ambassador for the program

Professional Values

  • Promotes the mission and values of the Hotel Dieu Hospital site and Kingston Health Sciences Centre
  • Supports the hospital system to address ethical issues within clerical activities and the organization
  • Protract and promotes the rights of clients and families
  • Demonstrates sensitivity and awareness of the stigma frequently experienced by persons carrying a diagnosis of a mental health disorder
  • Provides clients and families with access to valid information related to care
  • Advocates for clients and families as the major decisionmakers with respect to their care
  • Respects the wellbeing, beliefs and wishes of others
  • Takes pride in efficient and effective completion of task assignments
  • Can be depended upon to do quality work whenever assigned a task
  • Follows through on work related commitments

Professional Relationships

  • Initiates and maintains community liaison with other community agencies, groups, and services stakeholders
  • Orients and instructs students within established guidelines
  • Provides consultation to oth

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