Secretary 2 - Child/youth Mh Outpatient (90982)

3 weeks ago

Kingston, Canada Kingston Health Sciences Centre Full time

The Secretary II provides:

- Secretarial and clerical support to the Child & Youth Mental Health Program
- Carries out the following core functions: telephone and personal reception, data entry into program databases, maintains and updates of clinical activity statistics, health records retrieval and storage, and dictatyping.
- Provides administrative support for up to two psychiatrists which can include faxing prescriptions, organizing calendars and bookings, and responding to telephone queries; they Secretary II also provides administrative support to a number of allied health staff.
- Uses computers, and a variety of software and/or conventional office equipment.

**DUTIES AND RESPONSIBILITIES INCLUDE**:

- Receives program clients and family members, staff, students, and visitors
- Answers the telephone and screens calls and callers. Personally disposes of calls concerning routine matters or refers callers to appropriate persons.
- Receives and distributes mail for program staff. Assembles file and other material, as necessary, to facilitate replies by program personnel
- Makes travel arrangements and prepares expense vouchers
- Operates office equipment such as computers, copiers, calculators, facsimile machines, and various other office machines
- Responsible for ordering supplies, and booking Telemedicine appointments via OTN,
- Prepares and proofreads minutes of minutes, correspondence, tabular data, reports, medical records, examinations, and other material form rough draft, dictating machines and various other sources.
Conducts health records retrieval and storage
- Maintains appointments and schedules
- Arranges for meetings.
- Conducts data entry and maintains databases, spreadsheets, hard copy and computerized files and a variety of other office records.
- Assists in the operation of program evaluation activities
- Assists in the planning and operation of activities.
- Assists in the planning and operation of activities for conferences
- At minimum one position will be assigned to provide administrative support for the Urgent Consult Clinic/Family Court Clinic which will require providing statistics to various ministries on a monthly basis, completing YOA Billings, and assisting in the review of court reports or facilitating community collaboration meetings.

**LEADERSHIP APPROACH RESPONSIBLITIES**
- Is accountable for decisions and actions when acting independently or when acting in consultation and collaboration with other members of the program team
- Recognizes and responds effectively to unexpected situations.
Uses resources effectively and efficiently
- Maintains safe working environment
- Maintains effective working relationships with staff, students and the public.
- Participates in the development, implementation, and evaluation of program specific policies and procedures
- Participates in Continuous Quality Improvement (CQI) activities, problem identification, and problem resolution
Acts as a role model for the program
Acts as an ambassador for the program

**PROFESSIONAL VALUES**
- Promotes the mission and values of KHSC, specifically the Hotel Dieu Hospital site
- Supports the hospital system to address ethical issues within clerical activities and the organization
- Protract and promotes the rights of clients and families
- Demonstrates sensitivity and awareness of the stigma frequently experienced by persons carrying a diagnosis of a mental health disorder
- Provides clients and families with access to valid information related to care.
- Advocates for clients and families as the major decision-makers with respect to their care.
- Respects the well-being, beliefs and wishes of others
- Takes pride in efficient and effective completion of task assignments
- Can be depended upon to do quality work whenever assigned a task
- Follows through on work related commitments.

**PROFESSIONAL RELATIONSHIPS**
- Initiates and maintains community liaison with other community agencies, groups, and services stakeholders.
Orients and instructs students within established guidelines
- Provides consultation to other program staff and health care professionals.
- Initiates referrals to appropriate personnel based on knowledge of the scopes of practice of other health care team members.
- Contributes to an environment of mutual respect and understanding.
- Provides care to clients and family members, either independently or in collaboration with other members of the health care team.

**ORGANIZATIONAL AND PROFESSIONAL DEVELOPMENT**
- Seeks additional knowledge and skills appropriate to the practice setting by developing and/or participating in educational programs and activities, conferences, and workshops.
- Attends required educational experiences, as necessary.
- Networks with peers internally and externally to share ideas and conduct mutual problem solving.
- Identifies and meets own professional growth needs

**BASIC QUALIFICATIONS**:

- Grade 12 diploma or equivalent
- Graduate of a recognized

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