Administrative Secretary

**Administrative Secretary (Surgical Inpatient)**:
Competition #

7386

Job Title

Administrative Secretary (Surgical Inpatient)

Department

Surgical Inpatient Unit

Status

Temporary (Feb 2025 to Jul 2025)

Work Type

Full-time

Affiliation

Non Union

Shift Assignment

Days

Bilingualism Required

No

Police Check Requirement

N/A

Site

RLHC-Non Union Non Managment

Salary Information

$29.77 to $35.03

Application Closing Date

February 5, 2025

**KEY FUNCTION**:
Provide efficient and confidential administrative support while ensuring the day-to-day operations are managed, coordinated, and performed.

**REPORTING**:
Under the general direction of the Clinical Manager, Surgical Inpatient Unit, with indirect reporting to other Managers in the Surgical Program.

**DUTIES**:

- Prepare and organize a variety of documents and correspondence in an accurate and professional format.
- Coordinate meetings, prepare agendas, ensure appropriate follow-up, book meeting rooms, and coordinate catering requirements.
- Answer telephone and electronic inquiries, and relay telephone calls and messages.
- Record minutes of meetings and ensure proper follow-up of assigned action items.
- Conduct research, complete audits, compile data for monthly/annual statistical reporting, and update metrics.
- Set-up and maintain manual and computerized information filing systems.
- Schedule and confirm appointments and meetings.
- Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations.
- Determine and establish office procedures, order office supplies, and maintain inventory.
- Process bi-weekly payroll data including amendments.
- Prepare unit schedules for all staff according to requirements within the collective agreements.
- Assist with rearranging unit schedules to accommodate vacancies and sick calls.
- Assist new staff with completing orientation/on-boarding documentation.
- Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.
- Prepare a variety of confidential labour relations and related documents (e.g. discipline letters, grievance response/preparation, etc.).
- Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
- Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
- Educate and promote health, safety and wellness in the work place.
- Represent the department or program on various committees and in meetings as required.
- Perform other duties as required.

**QUALIFICATIONS**

**EDUCATION AND TRAINING**:

- Minimum of a one (1) year Diploma in Office or Business Administration, from an accredited college.
- Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

**EXPERIENCE**:

- Minimum of two (2) years’ experience working as an Administrative Secretary within the last five (5) years, preferably in a health care environment.

**KNOWLEDGE/SKILLS/ABILITIES**:

- Minimum typing speed of 50 words per minute.
- Demonstrated proficiency in taking and transcribing minutes.
- Demonstrated knowledge of Medical Terminology.
- Demonstrated excellent judgment and proven analytical skills.
- Demonstrated training, experience or utilization of lean methodology for process improvement.
- Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
- Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
- Demonstrated superior interpersonal and communication skills, both written and verbal.
- Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
- Demonstrated discretion and maturity when handling confidential information.
- Demonstrated commitment to the safety of co-workers and patients.

**PERSONAL SUITABILITY**:

- Successful criminal record check is required for vulnerable sector.
- Ability to use tact and discretion in dealing with health care providers and patients.
- Demonstrated ability to work effectively as a member of an interdisciplinary team.
- Demonstrated ability to perform with mínimal supervision while prioritizing duties.
- Demonstrated commitment to ongoing professional development.
- Demonstrated professionalism in dealing with confidential and sensitive issues.
- Demonstrated positive work record and excellent attendance record.
- Ability to meet the physical and sensory demands of the job.

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring sta