Secretary 2 - Heads Up (97066)

3 weeks 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 in a manner consistent with KHSC’s (HDH Site) Mission, Vision and Values and that reflects the core values of Patient and Family Centered Care (dignity, respect, information sharing, participation, and collaboration). Within this role the Program Secretary is accountable for contributing to the delivery of the Kingston Health Sciences Centre strategy. As an employee, demonstrating an awareness of and responsibility for actively promoting and supporting patient and family centered engagement and care in all we do.
- 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 INCLUDE**:
- Provides administrative support for programs and psychiatrists across HDH-Mental Health and Addiction Services, with service primarily provided to the Heads Up Early Psychosis Intervention Program which can include faxing prescriptions, organizing calendars and bookings, responding to telephone queries, and updating referrals in CRMS-
- 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 Virtual Care appointments via OTN, Microsoft Teams and other virtual services-
- Prepares and proofreads 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 and assists with room bookings as needed-
- 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-
- Performs other duties as assigned**BASIC QUALIFICATIONS**:
- Grade 12 diploma or equivalent-
- Medical office administration diploma (2-year college diploma) or equivalent combination of education and experience (Medical Office Administration preferred)-
- Minimum 2 years Secretarial experience in a healthcare environment including working with electronic patient care systems-
- Ability to type at a minimum speed of 40 w.p.m. (will be tested)-
- Skilled in the use of current office technology - Microsoft Office: Word, Excel (will be tested), CRMS, and ability to take minutes-
- Ability to schedule virtual meetings on Teams, Reacts, OTN and other teleconferencing platforms, including scheduling and sending invites-
- Evidence of high degree of initiative, time management, problem solving and organizational skills as well as strong written and verbal communication skills-
- Excellent communication and interpersonal skills to interact professionally and compassionately with patients as well as physicians, allied health professionals, visitors, students, internal and external partners-
- Proficient knowledge of medical terminology (will be tested - terminology will be specific to Mental Health)-
- Proven ability to attend work regularly-
- Satisfactory criminal record 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

**KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area

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