Secretary Iii

**Position Information**

**Posting Number**:

- ROM23-379E**Title**:

- Secretary III (RFT 1.0 FTE)**Position Status**:

- Regular Full-time**FTE**:

- 1.0**Job Schedule**:

- Days**Department**:

- Occupational Health & Safety**Union**:

- CUPE Local 942**Site**:

- Royal Ottawa Mental Health Centre**About The Royal**
- As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education_._

**Duties**:

- Arranges and coordinates meetings
- Prepares background information for meetings as requested
- Provides support to hospital programs and committees, including taking, preparing and distributing minutes
- Transcribes handwritten material or dictated clinical reports, letters, etc.
- Organizes and maintains an effective filing and office management system
- Performs general office duties such as filing, photocopying, sending faxes, etc.
- Maintains and inputs tracking details in spreadsheets
- Uses network technology efficiently e.g. electronic file management, data base management, appointment scheduling, registration, chart closing, chart ordering, etc.
- Receives and distributes mail
- Creates and maintains effective procedures to support program activities
- Provides reception services answering and redirecting calls and/or inquiries
- Orders and receives material supplies, including completion of paperwork
- Prepares accounts of reimbursement and funds request forms
- Acts as a main contact for centralized room booking for the Program
- Prepares requisitions for printing, stores, work orders, etc.
- Ensures effective communication throughout the Program by distributing information appropriately
- Schedules appointments using electronic & virtual scheduling system
- Receives visit check ins and registrations
- Processes new client information and pulling of clinical record
- Generates physician billing including submissions and reconciliation
- Processes biweekly pay cards for Program staff, maintaining appropriate supporting documentation
- Prepares necessary paperwork to support staffing and personnel functions for the Program e.g. PAF, job postings, arranging interviews, procedures for new hires, etc. as delegated by Director
- Audits payroll, sick leave, vacation, labour distribution reports, etc. reporting variances to the Director Patient Care Services; reviews and adjusts year end vacation and sick leave balances
- Prepares statistical reports, as required
- Exercises signing authority as delegated by the Director
- Assists in budget preparation
- Transcribes performance management materials as required, forwarding completed documentation to Human Resources
- Participates on Accreditation teams
- Provides back up coverage for other Program secretaries
- Coordinates and assists in arranging relief for Secretarial positions in the Program
- Organizes special events/educational activities as required
- Makes travel arrangements as required
- Processes employee retirements
- Work in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of the ROHCG.
- Ensure a work environment that is conducive to the ROHCG Respectful Workplace policy.
- Other duties as may be assigned

**Qualifications**:

- Completion of OSSD or equivalent.
- Office Administration or equivalent College certification and/or diploma OR relevant combination of education, training and experience (minimum experience two years full-time secretarial or clerical experience in a medical environment).
- Typing speed - 45 net words per minute minimum.
- Dictating skills.
- An understanding of basic financial and mathematical concepts.
- Excellent communication, organization, problem solving, and customer relation skills, with the ability to relate to persons with mental illness.
- Excellent time management skills with the ability to prioritize and meet firm deadlines.
- High level of initiative, judgment and adaptability.
- Commitment to continuous learning and quality improvement.
- Ability to be proactive in task planning.
- Mature and professional demeanor with solid communication and interpersonal skills.
- Ability to work with multiple interruptions, manage competing priorities.
- Ability to function as a member of a team and work cooperatively with other team members.
- Proficiency with latest versions of Windows, Microsoft Word & Excel, Internet Explorer, Outlook, Meditech and standard office equipment (fax, photocopier etc.)
- English level A- is mandatory in oral expression, oral comprehension, reading comprehension and written expression. Bilingual (English/French) is considered an asset.

**Salary Range**: