Administrative Secretary

2 months ago

Greater Sudbury, Canada Health Sciences North Full time

**Administrative Secretary**:
Competition #

4652

Job Title

Administrative Secretary

Department

NEO Kids & Family Program & Inter-Professional Practice

Status

Temporary

Work Type

Full-time

Affiliation

Non Union

Shift Assignment

Days

Bilingualism Required

No

Police Check Requirement

N/A

Site

RLHC-Non Union Non Managment

Salary Information

$31.63-$37.22

Application Closing Date

December 6, 2023

**KEY FUNCTION**:
To provide personal and confidential administrative support to the Administrative Director, Medical Director of the NEO Kids and Family and Inter-Professional Practice Programs as assigned, while ensuring day to day operations are managed, coordinated, and carried out. Provide administrative support to NEO Kids and Family and Inter-Professional Practice Programs management staff as required.

**REPORTING**:
Under the general direction of the Administrative Director, NEO Kids and Family and Inter-Professional Practice.

**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 the minutes of meetings and ensure proper follow-up of assigned action items.
- Act as a liaison with physicians, midwives and staff.
- Conduct research and compile data, statistics, and other information.
- Organize and maintain manual and computerized information filing systems.
- Schedule education rounds, track attendance, and compile evaluation forms to provide to Medical Director and speaker.
- Greet visitors and determine the nature of their business in order to direct them to the appropriate person.
- Schedule and confirm the appointments/meetings of Director.
- Manage the Pediatrician on-call schedule in HyperCare.
- Open and distribute incoming regular and electronic mail, and other material; coordinate the internal flow of information and with other departments and organizations.
- Arrange travel schedules and make reservations.
- Work collaboratively with Nurse Clinicians to design and implement patient/family education programs for the Birthing Centre (BC) and Neonatal Intensive Care Unit (NICU)/Pediatrics.
- Support the Inter-Professional Practice Council and the Pediatric Quality Council.
- Maintain the credentials of health professional’s across HSN, notify Managers of any staff who have not maintained their credentials.
- Act as administrator for the program’s website and Policies and Procedures.
- Lead for all Medical Directives within Health Sciences North.
- Prepare self-learning packages, tests, and reports for Education Portal.
- Determine and establish office procedures, order office supplies and maintain inventory.
- Process bi-weekly payroll data.
- Act as gatekeeper for all master documents, maintain committee contact lists and update training manuals as required.
- 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 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 ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
- Demonstrated excellent computer skills with proficiency in Microsoft Word, Excel, Outlook, Power Point, MS Teams and patient information systems.
- 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 excellent organizational, problem solving, prioritization, time management, and leadership skills.
- Demonstrated superior interpersonal and communication skills, both written and verbal.
- Demonstrated discretion and maturity when handling confidential information.
- Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
- Demonstrated commitment to the safety of co-workers and patients.

**PERSONAL SUITABILITY**:

- Successful criminal refer

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