Administrative Secretary

3 weeks ago

Toronto, Canada Baycrest Full time

Behavioural Support Outreach at Baycrest Hospital

has an opportunity for a

**ADMINISTARTIVE SECRETARY**

**TEMPORARY FULL-TIME**

**(up to 10 weeks, with possible extension)**

70 Bi-weekly Hours | Non -Union | Day shifts, No weekends

The Administrative Secretary supports assigned departmental personnel by performing administrative and secretarial services, including, but not limited to: providing accurate word-processing support by composing and/or editing a variety of documents; providing reception services; developing, organizing and maintaining electronic and paper filing systems that permit easy reference and rapid retrieval of information and records; performing functions that support effective and efficient departmental operations; scheduling meetings and calendars on behalf of assigned departmental personnel.

Baycrest has been appointed as the health service provider accountable for leading the implementation of the Toronto Central regions’ Behaviour Support Action Plan. A key component of the plan is the deployment of a Behaviour Support Outreach Team (‘BSOT’), consisting of interdisciplinary community outreach clinicians, nurses and personal support workers who have behavioural support expertise. The administrative secretary role will aim to support the BSOT team members.

**Responsibilities include but are not limited to**:

- Provides accurate word-processing support by composing and/or editing a variety of documents, including highly sensitive, confidential correspondence, memoranda, contracts, proposals, presentations; Collects data for analysis; drafting and producing reports of the results; Conducts research, as necessary, in the production of documents, materials, presentations, etc.
- Registering clients in Meditech for BSO services; Manages and updates local BSO website
- Schedules and sets up of monthly behaviour education rounds located at Baycrest
- Monitors incoming referrals and contact referral sources for information as needed
- Tracks purchases and expenses for reconciliation with budget statements
- Submits electronic Employee Change Forms (‘ECFs’) to Human Resources, as required; following up on issues
- Ensuring payroll timesheets, as assigned, are accurately completed and submitted in a timely manner
- Organizing, managing and ordering office supplies
- Scheduling meetings and calendars on behalf of assigned departmental personnel; Attending meetings, recording minutes, consolidating all discussions from the meeting attendees and preparing minutes
- Coordinating and providing administrative support to committees, task forces, etc. on behalf of the departmental management and staff

**Qualifications include but are not limited to**:

- Diploma in Office Administration or recognized equivalent
- Minimum three (3) years’ experience as an Administrative Secretary
- Previous healthcare experience preferred
- Previous experience with managing websites and taking minutes
- Previous training and working knowledge of medical terminology is an asset
- Excellent computer and keyboarding skills including a high degree of proficiency in the Microsoft Office suite of software, including Word, Outlook, Excel and PowerPoint
- Excellent proofreading and editing skills
- Superior interpersonal and communication skills both oral and written, combined with customer service approach, and the ability to handle requests in a professional, diplomatic and tactful manner
- High accuracy and attention to detail when performing a variety of tasks combined with the ability to adapt quickly to new situations and challenges
- Self-directed individual with very good organizational skills
- Ability to work under pressure to tight deadlines
- Ability to manage multiple, often competing priorities
- Good problem-solving skills
- Good project management skills

**Posting #**:6902

**Date Posted**:July 27, 2023

**Closing Date**:August 3, 2023

**Total Compensation**
- Competitive salary and vacation
- Opportunity to enroll in the Healthcare of Ontario Pension Plan (“HOOPP”)
- Access to 24/7 Employee Assistance Program

Remarkable people of Baycrest Health Sciences
are changing the future of brain health and aging.

Thank you for your interest in joining Baycrest. Only those selected for an interview will be contacted.

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