Administrative Secretary

3 weeks ago

Greater Sudbury, Canada Health Sciences North Full time

**Administrative Secretary (Laboratory & Pathology)**:
Competition #

5248

Job Title

Administrative Secretary (Laboratory & Pathology)

Department

Laboratory & Pathology

Status

Permanent

Work Type

Full-time

Affiliation

Non Union

Shift Assignment

As assigned

Bilingualism Required

N/A

Police Check Requirement

N/A

Site

RLHC-Non Union Non Managment

Salary Information

$61,678.50 to $72,579.00/annum

Application Closing Date

March 20, 2024

**KEY FUNCTION**:
Provide efficient and confidential administrative support to the Laboratory and Pathology leadership team, 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, book virtual meetings 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 for program billings and laboratory licensing.
- Process purchase orders and verify laboratory testing billings for accuracy.
- Handle billing inquiries, complaints and process all billing adjustments as required.
- Set-up and maintain manual and computerized information filing systems.
- Schedule and confirm management 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.
- Coordinate and maintain departmental training and competency records.
- Process bi-weekly payroll data.
- Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.
- Maintain the program’s internal and external websites.
- Assist in the recruitment process, schedule interviews, perform reference checks and complete submissions in MyHSN system.
- Manage, maintain and update the learning management module in MyHSN, advise laboratory management team of completion rates.
- Prepare a variety of confidential labour relations and related documents (e.g. discipline letters, grievance response, arbitration preparation) for laboratory management team.
- 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.
- Coordinate special events 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 proficiency in taking and transcribing minutes.
- Demonstrated knowledge of Medical Terminology.
- Demonstrated knowledge of billing and invoicing practices.
- 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 skills in navigating scheduling systems and learning management 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 m

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