Administrative Coordinator III

4 weeks ago

Ottawa, Ontario, Canada The Royal Mental Health Centre Full time

Position Overview:

The Royal Mental Health Centre is seeking a dedicated professional to provide comprehensive administrative and secretarial assistance within the Forensic Outpatient Service. This role is essential in ensuring the smooth operation of our clinical services.

Key Responsibilities:

  • Deliver administrative and clerical support to clinicians, enhancing the efficiency of service delivery.
  • Manage appointment scheduling through an electronic system, ensuring optimal time management.
  • Act as the first point of contact, providing reception services and addressing inquiries effectively.
  • Facilitate patient check-ins and registrations, ensuring a welcoming environment.
  • Perform general office tasks, including filing, photocopying, faxing, and maintaining office supplies.
  • Utilize network technology proficiently for electronic file management, database management, and communication.
  • Transcribe handwritten notes and dictated reports, ensuring accuracy and clarity.
  • Establish and maintain effective procedures to support service activities, including tracking statistics and consultations.
  • Provide backup support for other program secretaries as required.
  • Order and manage material supplies, including necessary documentation.
  • Prepare reimbursement accounts and funds request forms with attention to detail.
  • Organize special events and activities, utilizing video conferencing and teleconferencing tools.
  • Coordinate room bookings through a centralized system to meet program needs.
  • Support hospital and program committees by taking and preparing meeting minutes.
  • Ensure effective communication within the program by appropriately distributing information.
  • Maintain current knowledge of programs to respond to client and public inquiries.
  • Adhere to safety practices and policies, ensuring a safe environment for staff and clients.
  • Promote a workplace culture aligned with anti-racism, discrimination, and harassment-free policies.
  • Perform additional duties as assigned.

Qualifications:

  • Completion of OSSD or equivalent educational background.
  • Office Administration certification or diploma, or a relevant combination of education and experience (minimum two years of full-time secretarial or clerical experience in a medical setting).
  • Typing proficiency of at least 45 net words per minute.
  • Dictation skills are essential.
  • Basic understanding of financial and mathematical concepts.
  • Experience in Forensic Psychiatry is considered an asset.
  • Strong communication, organizational, problem-solving, and customer service skills, with the ability to engage with individuals experiencing mental health challenges.
  • Excellent time management abilities, with a focus on prioritizing tasks and meeting deadlines.
  • Demonstrated initiative, judgment, and adaptability in a dynamic environment.
  • Commitment to ongoing learning and quality improvement.
  • Proactive approach to task planning.
  • Professional demeanor with strong interpersonal skills.
  • Able to manage multiple interruptions and competing priorities effectively.
  • Collaborative team player, working cooperatively with colleagues.
  • Proficient in the latest versions of Windows, Microsoft Word & Excel, Internet Explorer, Outlook, Meditech, and standard office equipment.
  • Fluency in English (level A-) is mandatory, with bilingual proficiency in French and English required.

Salary Range: $30.07 to $32.66 per hour

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