Medical Secretary

7 months ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday - Friday 8:30 am - 4:30 pm (Hybrid)

**Education Level**
College Diploma

**Career Level**
Experienced (non-manager)

**JD #**:
JD0009

**Pay Grade**:
5

**Title**:
Medical Secretary (II)

**Unit/Project Description**:
About Us

The Department of Pediatrics at McMaster University and McMaster Children’s Hospital is home to over 200 pediatricians, scientists, teachers, and
learners whose collective mission is to improve the wellbeing of children and their families - both locally, and around the world.

We are proud to represent faculty who hold Canada Research Chairs, are members of the Order of Canada, and are national award-winning teachers.
Our members leverage their voices as child health leaders to support our communities and advocate for change so that all children, regardless of
health status, can experience a fulfilling life. Our administrators are valued team members and are critical to the success and impact of our work.

How We Work:
We invite you to find out more about us here:
A Medical Secretary is required to provide secretarial and administrative support in the Department of Pediatrics. The successful incumbent will
coordinate support within the division of Nephrology to administer general office, accounting and program procedures within a fast-paced, academic
medical setting. The division currently includes 3 fulltime faculty.

In this role, you will support both clinical and academic activities, including liaising daily with patients/parents, the clinic and multi-disciplinary
teams, along with various learners and research staff. You will provide direct support to multiple, clinical faculty, including calendar management,
expenses. You will be responsible for maintenance of the various activity tracking databases required by the department of pediatrics and Faculty
of Health Sciences (CV’s, education hours, merit spreadsheet etc.)

To be successful in this position, you must have strong organizational, interpersonaland communication skills; experience supporting multiple
individuals and an excellent attention to detail.

**Job Summary**:
The Medical Secretary (II) is responsible for establishing priorities for office operations and performing a variety of secretarial and administrative
duties within a clinical or medical practice setting.

**Key Purpose & Functions**:

- Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
- Write a variety of documents including correspondence, reports and meeting minutes.
- Schedule patient medical appointments and procedures.
- Coordinate calendars, arrange meetings, book rooms and make travel arrangements.
- Resolve scheduling and calendar issues, complaints, and conflicts.
- Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.
- Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase
orders and journal entries.
- Process and reconcile clinical and third party service billings.
specific in nature and require a thorough knowledge of established policies and procedures.
- Interact with patients and their family members who may be experiencing emotional or difficult situations.
- Ensure patients understand all instructions given to them for tests and medical procedures.
- Gather and compile information required for a variety of grant submissions and reports.
- Conduct database, literature and web searches to locate and retrieve documents and articles.
- Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly.
- Set up and maintain filing systems, both electronic and hard copy.
- Update and maintain information in a variety of databases.
- Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.
- File, retrieve, and purge files.
- Monitor and order office supplies.
- Attend meetings and take minutes.
- Assemble, collate, and disseminate mailings.
- Open and distribute incoming mail and faxes, and arrange courier shipments. Remain current with relevant medical terminology.
- **Requirements**:
2 year Community College diploma in Medical Office Administration or related field.

Requires 3 years of relevant experience.

**Assets**:

- Robust self-care skills and an ability to cope emotionally with encountering the theme of acute and chronically ill infants, children and youth.
- Attendance at the occasional before and after-hours meetings may be a requirement of this position.

Vision:
A brighter path for every child and their family.

Mission:
Together, we lead to advance child and youth health. We are committed to patient-centred care, research, education, learning, and advocacy.

We strive for diverse representation, inclusive participation, equitable opportunities, and we address structural b

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