Secretary 2 - Adult Mental Health Outpt. (93665)

1 week ago

Kingston, Canada Kingston Health Sciences Centre Full time

Secretaries at HDH, 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.
- PPM: a value driven system, allowing the individual an opportunity to provide excellent client service through collaborative, multi-disciplinary approach

**MAGNET Organization: recognizes and supports effective leadership, a professional practice environment, and collaborative relationships with physicians and other healthcare professionals
**Life-Long Learning Organization: supports ongoing education, excitement about learning, and an encouragement to explore alternate ways of competent and effective practice

**DUTIES AND RESPONSIBILITIES**:

- 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,
- Prepares and proofreads minutes of 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.
- 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
- Provides administrative support for several 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.
- Performs other duties as assigned

**BASIC QUALIFICATIONS**:

- Grade 12 diploma or equivalent
- Graduate of a recognized community college office administration program or equivalent combination of education and experience (Medical Office Administration preferred)
- 2 years recent experience in a secretarial role in a hospital or medical setting (i.e. Secretary, GFT, Medical Secretary, Administrative Assistant).
- 1 year experience in Mental Health
- Ability to type at a minimum speed of 50 wpm (will be tested).
- Skilled in the use of current office technology - Microsoft Office: Word, Excel, Access, PowerPoint and CRMS (will be tested)
- Knowledge of medical terminology (will be tested)
- Minute taking skills
- Previous experience within a community mental health program
- Proven ability to attend work regularly.
- Satisfactory criminal reference check and vulnerable sector search required.

**PHYSICAL REQUIREMENTS**:
**The applicant must 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._

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