Administrative Assistant
4 weeks ago
About the Role:
We are seeking a highly skilled and organized Secretary III to join our team at The Royal Mental Health Centre. As a key member of our administrative team, you will provide exceptional support to our clinicians and program directors, ensuring the smooth operation of our Geriatric Psychiatry Program.
Key Responsibilities:
- Provide administrative and secretarial support to clinicians and program directors, including reception services, filing, and data entry.
- Organize and maintain an effective filing and office management system, ensuring accurate and timely retrieval of information.
- Transcribe handwritten or dictated reports, correspondence, and other documents using Microsoft Word.
- Prepare and send correspondence, agendas, and meeting minutes, as directed by clinicians and program directors.
- Arrange and coordinate meetings, including internal and external stakeholders, and participate in special program-related projects.
- Prepare background materials, take minutes, and distribute them to relevant parties.
- Act as the main contact for centralized room booking and OTN systems, and organize special events and activities.
- Create and maintain effective procedures to support program activities, using network technology efficiently.
- Participate in ordering and receiving materials, office and other supplies, and prepare requisitions for printing, stores, and work orders.
- Assist with accounts reimbursement and funds request forms, physician sessionals, and payroll preparation.
- Provide support for processes, including necessary paperwork, that supports staffing and personnel functions for selected program staff.
- Assist in coordinating relief for secretarial positions and provide backup for other program secretaries as needed.
Qualifications:
- Completion of OSSD or equivalent.
- Office Administration or equivalent College certification and/or diploma, or relevant combination of education, training, and experience.
- Typing speed of 40 net words per minute minimum.
- Dictating skills.
- An understanding of basic financial and mathematical concepts.
- Experience working in Geriatric Psychiatry is an asset.
- Excellent communication, organization, problem-solving, and customer relation skills, with the ability to relate to persons with mental illness.
- Excellent time management skills, with the ability to prioritize and meet firm deadlines.
- High level of initiative, judgment, and adaptability.
- Commitment to continuous learning and quality improvement.
- Ability to be proactive in task planning.
- Mature and professional demeanor, with solid communication and interpersonal skills.
- Ability to work with multiple interruptions, manage competing priorities.
- Ability to function as a member of a team and work cooperatively with other team members.
- Proficiency with latest versions of Windows, Microsoft Word, Excel, Internet Explorer, Outlook, Meditech, and standard office equipment.
- Bilingual (French/English) is mandatory.
Salary Range: $30.97 to $33.64 per hour
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