Administrative Secretary

3 weeks ago

Toronto Ontario CA, Ontario Centre for Addiction and Mental Health - CAMH Full time

The Slaight Centre Early Intervention Outpatient Service (SCEIS) at the Centre for Addiction and Mental Health (CAMH) is seeking a full time, temporary (12 months) Administrative Secretary. The SCEIS provides clinic and community-based assessment and treatment for young people, 14 -29 years of age who are experiencing a primary psychotic disorder, often their first episode of psychosis. Reporting to the Manager, the successful candidate will be responsible for performing a variety of secretarial and administrative duties and working collaboratively with the interprofessional team. Responsibilities are, but not limited to, scheduling and registering patients within the Centre’s ICARE system and database, answering clinic information phone line, ordering supplies, electronic and paper file management, and assisting in the administrative management of the clinic’s referral process. You will also perform other administrative duties such as reception support, arranging and setting up teleconferences, coordination and maintenance of calendars, preparation of agendas, taking of meeting minutes and managing administrative data. You may be required to prepare documents and other correspondence, and organize and manage daily clinic administrative duties, such as filing, faxing and photocopying of documents. You will also be responsible for liaising/coordinating with other internal CAMH departments (e.g. Finances, HR, IT, Procurement), and other related duties as assigned. This position requires significant patient contact over the telephone as well as in-person; a commitment to high quality customer oriented service is required. Flexible work hours, including some evenings and weekends may be required. You will support a healthy workplace that embraces diversity, encourages teamwork and complies with all applicable regulatory and legislative requirements. This position will be located at 1025 Queen Street West.

The successful candidate will possess a post-secondary school diploma, plus a minimum of two (2) years of secretarial/administrative experience. An equivalent combination of education and experience may also be considered. You will have excellent interpersonal and communication (verbal and written) skills and an understanding of the importance of customer service in a busy clinical environment. You will have excellent multi-tasking, time management skills, as well as sound analytical and problem-solving skills, an ability to deal with conflicting priorities, and possess strong administrative skills. You must be proficient with Microsoft Office applications such as Microsoft Outlook, Word, Excel, and PowerPoint to support the clinic’s activities. Excellent writing and minute taking skills are necessary. You must demonstrate sound judgment, the ability to interpret and apply policies and procedures, and work as part of an inter-professional team.

You will have the ability and experience in dealing with clients, staff, volunteers and other internal and external agencies from diverse cultural and ethnic backgrounds. You will demonstrate sound judgment, high level of tact and diplomacy and must be able to respond to customers professionally and politely while creating a welcoming and comfortable environment. The ideal candidate will also be creative and flexible with regard to the types of tasks performed and a team player with a high degree of initiative. You must be able to work under pressure and possess the ability to deal with conflicting priorities and deadlines. Bilingualism (French/English) and/or proficiency in another language is an asset.

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