Secretary Iii

4 months ago

Ottawa, Canada The Royal Ottawa Mental Health Centre Full time

**Position Information**

**Posting Number**:

- ROM24-126E**Title**:

- Secretary III (RPT 0.4 FTE)**Position Status**:

- Regular Part-time**FTE**:

- 0.4**Job Schedule**:

- Days/Evenings**Department**:

- Long Term Care**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_

**Duties**:

- Scheduling staff and resident appointments, arranging and co-ordinating meetings involving internal staff as well as those from external agencies, preparing background material for meetings.
- Be customer service focused.
- Perform general office duties such a filing, photocopying, sending faxes, ordering office supplies and entering data into Point Click Care, assisting staff with equipment in the administration area.
- Orders and receives material supplies, including completion of requisitions and forms;
- File and thin resident records, policies, procedures, etc.
- Organize special events and/or educational activities.
- Maintains strict privacy and security when handling confidential/sensitive information;
- Coordinate clothing and chart lists, for labeling of resident clothing and chart components
- Assists in tabulation of performance indicator data as requested by Director of Care. i.e. infection control statistics, falls statistics, restraint usage.
- Takes minutes for meetings and distributes accordingly.
- Assists with Care Conference transcripts.
- Maintains correspondence with families to notify them well in advance of their conference date.
- Order and receive unit supplies.
- Organize and maintain an effective filing and office management system.
- Prepare requisitions for printing, stores, work orders, etc.
- Prepare accounts reimbursement and funds request forms.
- Prepare necessary paperwork (e.g. PAFs, requisitions) to support staffing and personnel functions for selected program staff.
- Assist with timecards.
- Perform other related duties on the LTC units as assigned by the manager.
- Work in a manner that complies with staff and patient/client safety practices, policies and procedures of The Royal.
- Ensure a work environment that is conducive to The Royal’s Harassment-Free Workplace policy.

**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
- 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 (English/French) 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 disability are available throughout the recruitment process.

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