Secretary 2 - Kidsinclusive Admin (92690)

3 weeks ago

Kingston, Canada Kingston Health Sciences Centre Full time

Working under the supervision of the Manager at KidsInclusive (KI) the Secretary II plays a significant role in the flow and functioning of client services and the day to day function of the Centre. The Secretary II supports clinical teams by scheduling multidisciplinary client appointments using GoldCare and assist in team/ clinic routines including: registration to programs, updating client information, generating reports and other correspondence from KI clinicians. The Secretary II will provide administrative support and assist in all aspects of general office coordination including routine financial tasks including: tracking of various financial accounts, create purchase orders for supplies, create invoices and billing, complete payroll and other tasks as directed. The Secretary II will liaise with various KHSC departments on behalf of KidsInclusive including KHSC Information Technology department in order to provide guidance to staff, maintain inventory and coordinate IT needs at KI. The Secretary II may be asked to coordinate small department projects, sit on various committees and provide secretarial support (typing, minutes, agendas, reports, and correspondence) to clinical and administrative teams when requested. A more complete list of possible tasks are listed below. Hours of work may include evenings or weekends.

Each employee must demonstrate an awareness of and be responsible for supporting and providing client and family-centered care. Employees will demonstrate dignity and respect by being courteous and introducing themselves by name, occupation and role. Wherever possible, the Secretary II will ensure that clients and families receive complete and accurate information and have the opportunity to ask questions. They will encourage clients and families to participate in care and decision-making at the level they choose, and collaborate by involving the client and family in the formulation of a plan of care.

**DUTIES AND RESPONSIBILITIES**:
**Scheduling and Clinical Support**:

- Scheduling of client appointments for clinical staff
- Coordinate and arrange appointments, meetings, parent conferences, school and Centre visits as requested through Team Leaders.
- Book conference & meeting rooms as required for all appointments/clinics booked.
- Send notification/confirmation of appointments to families, other hospital departments and outside agencies, as necessary
- Maintain and update GoldCare appointment scheduling for cancelled appointments, re-scheduling of cancelled appointments etc.
- Systematically organize client booking follow-ups.
- Support clinical team leaders by attending team meetings and completing minutes as requested
- Scan/upload confidential clinical reports, assessments and correspondence into Goldcare
- Process outgoing mail of clinical reports and correspondence as required
- Assist in maintaining the integrity of the clinical record; report any concerns to KI System Administrator
- Ensure maintenance of all client information, in accordance with privacy legislation and KHSC/KidsInclusive policies.

**Administrative Support**:

- Provide relief backup for front office during breaks; share back up for reception coverage during vacation, sick time etc. as needed.
- Liaise with KHSC departments including Information Technology department in order to provide guidance to staff, maintain technology inventory and assist in coordinating IT needs at KI
- Provide administrative support and back up office function as requested by management
- Ensures any routine billing is generated and billed within the time frame required (i.e.: LHIN-) and troubleshoots billing errors, payment issues, etc. with appropriate staff.

**Educational**:

- Participate in team meetings, discipline meetings and KidsInclusive meetings
- Maintain a standard of professional education by attending educational programs and workshops; transmit information obtained from these workshops to fellow employees.
- Complete e-learning modules as required by KHSC/KidsInclusive policies
- Assume educational responsibilities as required by KidsInclusive
- Maintain a record of all educational activities on Goldcare
- Provide mentoring and shadowing opportunities as requested by management
- The above statement reflects the general duties considered necessary to describe the principal functions of the job and shall not be considered as a detailed description of all the work requirements that may be inherent in the position._

**QUALIFICATIONS**:

- Graduate of two-year secretarial course, or equivalent
- 2 years recent experience in a secretarial role in a hospital or medical setting (i.e. Secretary, GFT, Medical Secretary, Administrative Assistant).
- Demonstrated excellent knowledge and use of Microsoft Office Suite (Word, Excel, and Powerpoint) **will be tested**, Publisher, Access, Citrix, KI Website, survey monkey, doodle poll, Eventbrite and other software tools.
- **Proficiency in speaking and comprehending both Engli

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