Administrative Secretary

1 month ago

Greater Sudbury, Canada Health Sciences North Full time

**Administrative Secretary**:
Competition #

5353

Job Title

Administrative Secretary

Department

Critical Care and Cardiology

Status

Permanent

Work Type

Full-time

Affiliation

Non Union

Shift Assignment

Days

Bilingualism Required

No

Police Check Requirement

Criminal Record and Judicial Matters Check

Site

RLHC-Non Union Non Managment

Salary Information

$61,678.50 to $72,579.00/annum

Application Closing Date

March 27, 2024

**KEY FUNCTION**:
Provide personal and confidential administrative support to Administrative and Medical Directors of the Critical Care and Cardiology Program, while ensuring the day-to-day operations are managed, coordinated and performed. Provide administrative support to the program’s management staff and physicians as required.

**REPORTING**:
Under the general direction of the Administrative Director, Critical Care and Cardiology.

**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.
- Record minutes of meetings and ensure proper follow-up of assigned action items.
- Conduct research, compile data for monthly/annual statistical reporting, and update metrics.
- Set-up and maintain manual and computerized information filing systems.
- Schedule and confirm appointments and meetings.
- Coordinate and organize the Annual Cardiovascular and Cerebrovascular Symposium.
- Open and distribute incoming regular and electronic mail and other material._ _
- Arrange travel schedules and make reservations as required.
- Determine and establish office procedures, order office supplies, and maintain inventory.
- Process bi-weekly payroll data.
- Ensure accurate accounting of expenditures and distribution of funds within the department.
- Prepare credit card reconciliation reports and facilitate approvals for appropriate authorization.
- Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.
- Initiate, manage, and coordinate the flow of information between staff, other departments, senior administration, general public, outside partners, and vendors to ensure the effective and efficient operation of the program.
- Respond to physician inquiries and liaise independently with staff physicians, locum physicians and medical personel in other communities on behalf of Chief of Cardiology and Chief of Critical Care/Medical Director of Critical Care and Medical Director of Cardiology
- Act as an administrator for the program’s website.
- Act as a mentor for medical office administration placements.
- Prepare a variety of confidential labour relations and related documents (e.g. discipline letters, grievance response/preparation, etc) for the Administrative Director.
- Support recruitment processes, schedule interviews, perform reference checks and complete forms.
- 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 work place.
- 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 Administration 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 in an Administrative Secretary role within the last five (5) years, preferably within a health care environment.

**KNOWLEDGE/SKILLS/ABILITIES**:

- Demonstrated minimum 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 organizational, problem-solving, time management, and leadership skills.
- Demonstrated training, experience or utilization of lean methodology 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, 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 di

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