Secretary Iii

**Position Information**

**Posting Number**:

- ROM24-176E**Title**:

- Secretary III (RFT 1.0 FTE)**Position Status**:

- Regular Full-time**FTE**:

- 1.0**Job Schedule**:

- Days**Department**:

- Nursing Education**Union**:

- CUPE Local 942**Site**:

- Royal Ottawa Mental Health Centre**About The Royal**
- As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education._

Reporting to the Director of Nursing Professional Practice and Education, the Secretary III provides support for a wide range of activities within the Professional Practice Department in a pro-active, professional and timely manner.

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**Duties**:

- Maintains strict privacy and security in dealing with highly confidential material and sensitive risk management and privacy issues.
- Processes sensitive information related to Nursing staff, requiring discretion and confidentiality.
- Keeps record of current professional practice registrations and coordinates a system to ensure upkeep of registration in coordination with CNO and HR.
- Provides word processing services by typing correspondence such as letters, memoranda, complex reports, charts, and all educational material and handouts.
- Contributes to the overall organization and upkeep of the Partnership SharePoint drive.
- Maintains and audits payroll, sick leave, vacation, labour distribution reports, etc. reporting variances to the Director of Nursing; reviews and adjusts year end vacation and sick leave balances.
- Provides administrative support to both Brockville and Ottawa Professional Practice staff.
- Arranges and coordinates meetings; coordinates the Director’s daily schedule.
- Assists with the preparation of presentations and reports including researching material.
- Assists the Director and Manager with project organization and initiatives.
- Additional program specific activities may be assigned including support for the Brockville PP staff, and may require regular travel to Brockville.
- Creates and maintains databases/spreadsheets, collecting and entering data and generating a variety of monthly, quarterly and annual reports to track various department performance metrics and/or initiatives.
- Preliminary data gathering, validation & analysis in support of the preparation of quarterly and annual department reports.
- Facilitates completion of annual performance appraisals for staff reporting to the Director and Manager.
- Registers Director and Manager for conferences/courses including arrangements for registration, travel (air/rail) and accommodation.
- Orders office supplies and maintains stock.
- Secures support services (e.g. IT, Facilities); Assists in tracking department budget expenditures.
- Works in a manner that complies with staff and patient/client safety practices, policies and procedures of of the ROHCG.
- Ensures a work environment that is conducive to The Royal's Respectful Workplace policy.
- Other duties as assigned.

**Qualifications**:

- Completion of OSSD or equivalent.
- Office Administration or equivalent College certification and/or diploma OR relevant combination of education, training and experience (minimum experience two years full time secretarial or clerical experience in a medical environment).
- Maintain ROHCG mandatory training requirements
- Excellent time management skills with the ability to prioritize and meet firm deadlines
- Knowledge of medical terminology
- Knowledge of de-escalation techniques
- Aware of community resources for this population
- High level of initiative and judgement.
- Typing skills - 45 net words per minute minimum
- Excellent organizational, time management and problem-solving skills.
- Excellent communication and customer relation skills.
- Must be able to multi-task and work with multiple interruptions.
- Ability to function as a member of a team and work cooperatively with other team members.
- English level A- is mandatory in oral expression/comprehension, reading comprehension and written expression. Bilingual (French/English) is considered an asset.

**Salary Range**:

- 30.07 to 32.66 per hour**Additional Information**
- All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
- The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
- All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
- The Royal is an equal opportunity employer. Upon request, accommodations due to a dis