Administrative Secretary

1 month ago

Greater Sudbury, Canada Health Sciences North Full time

**Administrative Secretary**:
Competition #

3274

Job Title

Administrative Secretary

Department

Quality & Patient Safety

Status

Permanent

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

$57,447 - $67.587 per annum

Application Closing Date

May 24, 2023

**KEY FUNCTION**:
Provide efficient and confidential administrative support to the Quality and Patient Safety Program while ensuring the day-to-day operations are managed, coordinated, and performed.

**REPORTING**:
Under the general direction of the Director of Quality and Patient Relations.

**DUTIES**:

- Assist in the analysis of data from patient satisfaction surveys to support ongoing evaluation of patient experiences at HSN, and identify opportunities for improvement.
- Conduct research, compile data for monthly and annual statistical reporting, and update metrics.
- Support recruitment strategies for Patient and Family advisors.
- Develop and monitor clear guidelines for requests and participation of Patient/Family Advisors.
- Assist in matching Patient/Family Advisors to organization-wide committees, programs and improvement initiatives as requested by HSN staff/partners; facilitate communication with programs.
- Publicize positive organizational impacts of council and other activities pertaining to patients and family engagements.
- Schedule and confirm appointments and meetings.
- Determine and establish office procedures, order supplies, and maintain inventory.
- Coordinate and maintain confidential employee documents and records.
- Handle patient complaints supporting the Patient Relations Process and direct to appropriate area for timely response.
- Act as a gatekeeper for all master documents, maintain committee contact lists, and update training manuals, policies, procedures and presentations as required.
- Coordinate meetings, prepare agendas, ensure appropriate follow-up, book meeting rooms, organize audiovisual, coordinate catering requirements, and facilitate videoconference events.
- Coordinate travel arrangements for program staff and management as required.
- Coordinate special events as required.
- Screen, direct, research and reply to telephone calls and inquiries.
- Prepare and organize a variety of documents and correspondence in an accurate and professional format.
- Compose responses to general correspondence and obtain approval prior to issuance as required.
- Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations._ _
- Process bi-weekly payroll data.
- Maintain and update filing system.
- Complete special projects as assigned.
- Maintain the program’s internal and external websites as directed.
- Ensure staff are kept current on internal and external issues.
- Act as a recording secretary for assigned committees.
- Assist in recruitment process, schedule interviews, perform reference checks, and complete forms.
- Determine and align improvement projects with HSN True North; 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 an Office or Business Administration field, from an accredited college/university.
- 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 proficiency in taking and transcribing minutes.
- Demonstrated excellent judgement and proven analytical skills.
- Demonstrated excellent organizational, problem-solving, prioritization, and time management 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 com

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