Current jobs related to Admin Secretary - Kingston - Kingston Health Sciences Centre

**Admin Secretary - Ventilator Equip Pool**

**Department**:VEP - Operations

**Position Number**:50064166

**Hours of Work**:Temporary Part-Time Position (until the end of August 2023); Rotating Shifts

**Pay Band**:BAND I $24.35-$26.98

**Union**:CUPE
**Location**:Kingston General Hospital Site & Hotel Dieu Hospital Site

**PRIMARY FUNCTION**:
With mínimal supervision, performs a combination of secretarial, clerical, and administrative duties.

To perform a combination of secretarial and administrative duties for KHSC's Ontario Ventilator Equipment Pool. The incumbent's responsibilities will include handling of confidential material, office duties in connection with patient care and VEP program deliverables & participating in quality assurance processes and initiatives.

**PRINCIPLE RESPONSIBILITIES**:

- Prepares daily shipping documents for outgoing equipment/supplies; books courier pick-ups for returning equipment, tracks and reconciles daily shipping report.
- Performs and maintains audits including daily courier/shipping reconciliation report, new applicant report, daily patient discharges report. Ensure deficiencies and errors are addressed promptly and accurately; identifies and escalates deficiencies to VEP Manager as appropriate.
- Provides secretarial support to the VEP including answering a high volume of daily inquiries from patients, colleagues, respiratory therapists and physicians. Duties include answering the telephone, receiving and documenting messages, and referring inquiries of a routine and confidential nature. Enters patient phone calls and updates patient information into the VEP and other applicable database(s).
- Maintains electronic and paper patient files.
- Creates, edits and/or proofreads departmental forms, brochures, electronic fillable forms, mail merges, power point presentations.
- Makes arrangements for in-home education with the VEP clinical educators. Enters and maintains a database of home visits made by educators.
- Prepares and processes hospital and billing requisitions. Orders and maintains inventory of stationery, print materials and other supplies as necessary.
- Arranges meetings, appointments and notifies participants accordingly. Books space and audio-visual equipment as required for classes and committee meetings.

**QUALIFICATIONS**:

- Office Administration Diploma (2 year) or equivalent combination of education and experience. Certificate in medical terminology.
- Two years previous experience as a secretary in the healthcare field within the past 5 years.
- Demonstrated proficiency with Windows-based spreadsheet applicants (Excel Level 2).will be tested
- Bilingualism (French and English) -applicable to Bilingual position only
- Demonstrated medical terminology proficiency.
- Keyboarding speed of 45 wpm. (will be tested)
- Demonstrated ability with above average written and verbal communication skills, including good grammar, composition and spelling in order to interact professionally with patients, physicians, allied health professional, hospital, and university and government staff.
- Evidence of high degree of initiative and organizational skill with the ability to work under pressure and meet deadlines.
- Ability to independently prioritize work and problem solve.
- Tacit of organizational processes and structures as well as a strong understanding of process and workflows.
- Must have excellent interpersonal skills with demonstrated ability to communicate effectively, courteously and tactfully with all types of people and to handle confrontation.
- Ability to schedule virtual meetings on Zoom, Teams and other videoconferencing platforms, including scheduling and sending invites.
- Proven ability to attend work regularly
- Satisfactory criminal reference check and vulnerable sector search required.
- Proven ability to attend work regularly.
- Satisfactory criminal reference check and vulnerable sector search required.

**PHYSICAL REQUIREMENTS**:
The applicant must be able to meet the physical demands of this position.
- We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices._
- If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team._