Secretary 3 - Mental Health Program

**Requisition ID**: 384542

**Position Number**: 20054026

**Posting End Date**: July 18, 2025

**City**: Winnipeg

**Employer**: Shared Health

**Site**:Health Sciences Centre

**Department / Unit**: Psychiatry Forensic Administration

**Job Stream**: Non-Clinical

**Union**: CUPE

**Anticipated Start Date**: 08/04/2025

**FTE**:1.00

**Anticipated Shift**: Days

**Work Arrangement**: In Person

**Daily Hours Worked**: 7.50

**Annual Base Hours**: 1950

**Salary**:$22.802, $23.486, $24.190, $24.917, $25.664, $26.432

Shared Health leads the planning and coordinates the integration of patient-centered clinical and preventive health services across Manitoba. The organization also delivers some province-wide health services and supports centralized administrative and business functions for Manitoba health organizations.

**Position Overview**:
Provides secretarial services to the Medical Director(s), Psychiatrists and other associated multi-disciplinary staff including:

- Transcribing, typing or inputting a variety of correspondence including, (but not limited to) medico legal letters, reports, assessments, patient histories, research proposals and workshop material.
- Recording and transcribing minutes.
- Maintaining schedules for multiple physicians.
- Acting as a receptionist for the department including scheduling patient appointments, taking and relaying messages, greeting and directing visitors and patients, answering general inquiries.
- Distributing referrals to the appropriate inpatient and outpatient treatment teams.
- Establishing and maintaining office systems and completing purchase orders utilizing multiple systems and protocols.

**Experience**:

- Two years directly related experience required, preferably in a health care setting.
- Experience with coordinating, organizing and scheduling meetings in Microsoft Outlook, with multiple stakeholders is required.
- Experience in transcribing and distributing meeting minutes.
- Experience working in a University environment with knowledge of University policies and procedures, in reference to grants and external funding agencies would be considered an asset.
- Related experience with timekeeping and purchasing would be considered an asset.

**Education (Degree/Diploma/Certificate)**:

- Complete high school education, Manitoba standards, required.
- Successful completion of a formal post-secondary administrative assistant program required.
- A combination of education and experience may be considered.

**Qualifications and Skills**:

- Medical Terminology (75% pass mark).
- Keyboarding speed of 50 wpm required.
- Knowledge of personal computers and proficiency in Microsoft Office including Excel, Word, PowerPoint and Outlook required.
- Knowledge of SAP and EPR are preferred.
- May be required to learn and use department specific software and technology.
- Excellent oral and written communication and interpersonal skills.
- The ability to communicate with all levels of hospital/university personnel, as well as various outside agencies and institutions.
- The incumbent must be able to demonstrate good judgement, initiative and diplomacy and have the ability to coordinate workflow and develop efficiencies.
- Excellent planning, organizational, project and time management skills are required.
- Demonstrated ability to work independently with limited guidance and supervision.

**Physical Requirements**:

- Recognized ability to adapt to change.
- Due to the nature of the work in the department the incumbent must be able to deal with difficult situations that may arise when in contact with the patients and/or public.
- Flexibility to attend meetings/events outside regular business working hours.
- Good manual dexterity.
- Ability to cope with frequent interruptions and function in a stressful environment.
- Frequent contact with patients, staff and public.

Please note that an employee is not permitted to hold two or more positions in Shared Health that combine to equal more than 1.0 FTE.

Shared Health values and supports employment equity and workplace diversity and encourages all qualified individuals to apply. We thank all applicants but only those selected for an interview will be contacted.