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Secretary, Forensic Transitional Unit
4 months ago
Ontario Shores Centre for Mental Health Sciences requires a Secretaries to provide a range of administrative, secretarial, data analysis, customer service and word processing services to the Forensic Program. The Secretary responsibilities include (but are not limited to):
- Providing word processing services to support the staff and work of the unit, by typing a variety of correspondence such as letters, cheques, memoranda, reports, charts, speeches, minutes from handwritten or word processed drafts, and proofreading to ensure accuracy of grammar, spelling and punctuation. Preparing lists, labels and forms. Preparing statistical reports on patient activities.
- Answering telephone calls and greeting visitors
- Maintaining appointment calendars, coordinating appointment schedules and making arrangements for travel, accommodation, meetings, conferences, luncheons.
- Assisting with co-ordination of appointments for patients for tests, consultations and other matters, reporting important patient information as required/directed.
- Establishing and/or maintaining the patient care unit filing system including patient files, and bring forward system, containing letters, memoranda, reports, minutes, and clients' files.
- Setting up patient records for new admissions to the unit by completing the necessary clerical functions
- Performing a variety of clerical tasks such as preparing and submitting attendance reports, maintaining Delegation of Authority files, updating manuals (including policy/procedure), mailing lists, checking invoices, travel claims, ordering and maintaining stock of office supplies, keeping inventory/assets control.
- Maintaining accurate attendance records for payroll submission and processing data in relation to shift schedules by daily and weekly review of related information (ie. attendance, schedule changes, WSIB claims, absenteeism due to illness, time off, leaves of absence, stat holiday and premium payment records). Identifies discrepancies to Clinical Manager and rectifies records; calculating and recording cumulative total to staff attendance records and preparing related notifications/submissions for HR and Payroll.
- Maintaining picture boards and patient boards.
- Responsible to recognize and report patient, staff, and environment safety issues, identify and implement preventative and corrective actions, within the scope of this role.
- Qualifications Required and Preferred- Completion of Grade 12 or recognized equivalent
- Secretary/Medical Office Administration Diploma strongly preferred
- Minimum of 3 years secretarial experience and office management within health care.
- Demonstrated working knowledge of MS Office suite, keyboarding and filing
- Working knowledge of Meditech an asset
- Experience with staff scheduling and maintaining attendance records
- Ability to work with mínimal supervision
- Demonstrated abilities to clearly communicate with staff and patients
- Demonstrated ability to take initiative
- Excellent interpersonal skills; Superior time management and organizational skills
- Ability to use judgement in dealing with requests for information and the release of confidential information; knowledge of medical terminology
- Ability to perform the physical demands of the position and maintain good attendance.
- Closing Date- 1/5/2023- Ontario Shores is committed to ensuring the health and safety of all of our patients, staff, and community, and as a result, has implemented a mandatory COVID-19 Vaccination Policy in accordance to the Government of Ontario’s directive around mandatory vaccination policies. All new hires must be fully vaccinated (two weeks post second dose) prior to starting employment with Ontario Shores (note: those seeking a medical exemption or an exemption related to a Human Rights Code Ground must provide documentation for approval).- We are dedicated to promoting the safety and well-being of patients, employees, and visitors by raising awareness of the harmful impact of tobacco use and eliminating second-hand smoke exposure and triggers. Tobacco, cannabis, and the use of electronic cigarettes (vaping) are not to be used or visible on Ontario Shores property, including parking lots and walking paths. As such, Ontario Shores is a Tobacco-Free Organization- Personal information you provide to Ontario Shores Centre for Mental Health Sciences (Ontario Shores) is collected pursuant to the Public Hospitals Act R.S.O 1990, c. P.40. It will be used for the purpose of determining eligibility for employment. At all times it will be treated in accordance with the provisions of the Freedom of Information and Protection of Privacy Act. If you have questions about the collection of your personal information, contact the Leader, Privacy & Access at 700 Gordon St. Whitby, ON L1N 5S9; 905-430-4055 ext. 6712 or refer to the Privacy & Access pages on the Ontario Shores website. Upon request, individual accommodation can be provided to applicants who meet the requ
