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Administrative Secretary
3 months ago
KEY FUNCTION:
Provide efficient and confidential administrative support to the Regional Translation Office and Corporate Communications and Community Engagement team, while ensuring the day-to-day operations are managed, coordinated, and performed.
REPORTING:
Under the general direction of the Manager, Communications and Community Engagement.
DUTIES:
- 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 inquiries and relay telephone calls and messages.
- Conduct research, compile data for monthly/annual statistical reporting to the Ministry of Health and Long Term Care (MoHLTC), 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.
- Manage and submit payroll data for Regional Translation Office and Corporate Communications Team.
- Assist with processing monthly credit card statements and purchase orders.
- Act as the gatekeeper for all master documents, and update training manuals and materials as required.
- Educate and endorse the role of the Regional Translation Office at HSN.
- 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 workplace.
- Represent the department or program on various committees and in meetings as required.
- Perform other duties as required.
QUALIFICATIONS
EDUCATION AND TRAINING:
- Minimum of a one (1) year 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.
EXPERIENCE:
Minimum of three (3) years’ experience working as an Administrative Secretary within the last five (5) years, preferably in a health care environment.
KNOWLEDGE/SKILLS/ABILITIES:
- Demonstrated 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 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, SharePoint, 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.
PERSONAL SUITABILITY:
- 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.
