Administrative Secretary

**Administrative Secretary**:
Competition #

3112

Job Title

Administrative Secretary

Department

Laboratory & Pathology

Status

Permanent

Work Type

Full-time

Affiliation

Non Union

Shift Assignment

As assigned

Bilingualism Required

No

Police Check Requirement

N/A

Site

RLHC-Non Union Non Managment

Salary Information

$52,474.50 to $61,756.50 per annum

Application Closing Date

May 03, 2023

**KEY FUNCTION**:
Provide efficient and confidential administrative support to the Administrative Director of Laboratory and Pathology, while ensuring the day-to-day operations are managed, coordinated, and performed.

**REPORTING**:
Under the general direction of the Administrative Director, Laboratory and Pathology.

**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 enquires 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.
- Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations.
- Arrange travel schedules and make reservations as required.
- Determine and establish office procedures, order office supplies, and maintain inventory.
- Coordinate and maintain confidential employee documents and records.
- Process bi-weekly payroll data.
- Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.
- Prepare a variety of confidential labour relations and related documents (e.g. discipline letters, grievance response/preparation, etc.) for the department manager.
- 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 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 as an Administrative Secretary within the last five (5) years, preferably in a health care environment.

**KNOWLEDGE/SKILLS/ABILITIES**:

- Demonstrated 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 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 discretion and maturity when handling confidential information.
- Demonstrated commitment to the safety of co-workers and patients.

**PERSONAL SUITABILITY**:

- Ability to use tact and discretion in dealing with health care providers and patients.
- Demonstrated ability to work effectively as a member of an interdisciplinary team.
- Demonstrated ability to perform with mínimal supervision; to prioritize duties.
- Demonstrated commitment to ongoing professional development.
- Demonstrated professionalism in dealing with confidential and sensitive issues.
- Demonstrated positive work record and excellent attendance record.
- Ability to meet the physical and sensory demands of the job.
- Ability to travel between local sites.

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.