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, photocopying, and sending faxes.
- 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, as directed by clinicians and program directors, and maintain up-to-date knowledge of the program.
- Arrange and coordinate meetings, including internal and external staff, and participate in special program-related projects as assigned.
- Prepare background material for meetings, prepare agendas, take and distribute minutes, and act as a main contact for centralized room booking and OTN systems.
- Create and maintain effective procedures to support program activities using network technology efficiently, including email, electronic file management, chart closing, and data base input and management.
- Participate in ordering and receiving materials, office and other supplies, including preparation of requisitions for printing, stores, and work orders.
- Participate in accounts reimbursement and funds request forms, physician sessionals, and other administrative tasks.
- Assist with audits to payroll, sick leave, vacation, and labour distribution reports, and review vacation coverage and adjust year-end vacation and sick leave balances.
- Provide support for processes, including necessary paperwork (PAFs, requisitions) that supports staffing and personnel functions for selected program staff.
- Assist in coordinating relief for secretarial positions in the program 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 (minimum experience two years full-time secretarial or clerical experience in a medical environment).
- Typing speed - 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 (fax, photocopier).
- Bilingual (French/English) is mandatory.
Salary Range: $30.97 to $33.64 per hour
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