Administrative Assistant
2 months ago
We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at The Royal Mental Health Centre. As a key member of our administrative staff, you will provide critical support to our outpatient clinicians, ensuring the smooth operation of our programs.
Key Responsibilities- Provide administrative and secretarial support to outpatient clinicians, including scheduling appointments and managing electronic scheduling systems.
- Offer reception services, answering and redirecting calls and inquiries, and receiving visit check-ins and registrations.
- Perform general office duties, such as filing, photocopying, sending faxes, and ordering office supplies.
- Utilize network technology efficiently, including electronic file management, database management, email, appointment scheduling, and chart management.
- Develop and maintain effective procedures to support service activities, including statistics tracking and consultation coordination.
- Prepare necessary paperwork, such as PAFs and requisitions, to support staffing and personnel functions.
- Coordinate and assist in arranging relief for secretarial positions and provide backup support for other program secretaries as needed.
- Order and receive material supplies, including completion of paperwork.
- Prepare accounts reimbursement and funds request forms.
- Organize special events and activities, including video conferencing and teleconferencing.
- Schedule room bookings through the centralized room booking system.
- Provide support in hospital and program committees, including taking and preparing minutes.
- Ensure effective communication throughout the program by distributing information appropriately.
- Maintain up-to-date knowledge of the program and respond to client and public inquiries.
- Work in compliance with staff and patient/client safety practices, policies, and procedures of The Royal.
- Ensure a work environment that is conducive to The Royal's Anti-Racism, Harassment & Discrimination Free Workplace policy.
- 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 of 40 net words per minute minimum.
- Dicta typing skills.
- An understanding of basic financial and mathematical concepts.
- 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.
- English level A- is mandatory in oral expression, oral comprehension, reading comprehension, and written expression. Bilingual (English/French) is considered an asset.
$30.97 to $33.64 per hour
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