Administrative Secretary

2 months ago

Greater Sudbury, Canada Health Sciences North Full time

**Administrative Secretary (CTC)**:
Competition #

2390

Job Title

Administrative Secretary (CTC)

Department

Children's Treatment Centre

Status

Permanent

Work Type

Part-time

Affiliation

Non Union

Shift Assignment

Days

Bilingualism Required

No

Police Check Requirement

Vulnerable Sector Check

Site

Children's Treatment Centre Non Union Non Management

Salary Information

$26.91 to $31.67 /hr

Application Closing Date

February 15, 2023

**KEY FUNCTION**:
Provide personal and confidential administrative support to the Clinical Manager of the Children’s Treatment Centre, and ensure the day-to-day operations are managed, coordinated, and performed.

**REPORTING**:
Under the general direction of the Clinical Manager, Children’s Treatment Centre.

**DUTIES**:

- Prepare and organize a variety of documents and correspondence in an accurate and professional format.
- Organize and maintain manual and computerized information filing systems.
- Open and distribute incoming regular and electronic mail and other material, and coordinate the internal flow of information internally and with other departments and organizations.
- Process financial documents (i.e. invoices, cheque requisitions, billing requests, staff travel reimbursements, mileage) and follow-up on status.
- Maintain distribution and contact lists for the department and program.
- Coordinate meetings, prepare agendas, ensure appropriate follow-up, book meeting rooms and/or virtual meetings, and coordinate catering requirements.
- Record the minutes of meetings and ensure proper follow-up of assigned action items.
- Schedule and confirm the appointments/meetings of employer.
- Order office supplies and maintain inventory.
- Answer telephone and electronic enquires, and relay telephone calls and messages.
- Coordinate and provide support to special projects (e.g. conferences) as required.
- Greet visitors and determine the nature of their business in order to direct them to the appropriate person.
- 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 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 in an Administrative Secretary role within the last five (5) years, preferably in a health care environment.

**KNOWLEDGE/SKILLS/ABILITIES**:

- Demonstrated excellent leadership, organizational, problem-solving, prioritization, and time management skills.
- 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 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**:

- Successful Vulnerable Sector Check is required.
- Demonstrated ability to handle multiple priorities and tight deadlines.
- Proven ability to work independently and in a team environment.
- Demonstrated commitment to ongoing professional development.
- Demonstrated professionalism in dealing with confidential and sensitive issues.
- Demonstrated positive work record and excellent attendance record.
- Ability to meet the physical and sensory demands of the job.
- Ability to travel between local sites.

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.

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