Secretary

**Position Profile**

secretory will provide operational and administrative coordination and support across multiple primary and interprofessional care services and organizations onsite, in the clinic space and the academic section.

**Roles and Responsibilities**
- _Clinic Operations_
- Scheduling patient and client appointments, preparing and maintaining patient charts, including orderly filing of all results and correspondences received
- Maintaining appointment-based provider and staff schedules for multiple primary and community care services that are on-site and remote Coordinating provider and staff use of the ACK clinic space
- Processing all clinically related referrals as needed (fax to referring physicians, etc.) and providing oversight of data transfer processes, including labs, HRM and faxes
- processing billing for clinicians
- Supporting the operations of the clinic by proactively problem solving and following up when items/equipment need to be repaired or cleaned, or when clinic administrative troubleshooting is required
- Communicating with team members
- Ensuring partner service providers delivering client care have the administrative support, resources and tools required to work effectively and efficiently
- Ordering and maintaining equipment and office supplies for multiple primary and community care services
- Auditing and reviewing stock on a weekly basis for the clinic and ensuring clinic rooms are adequately stocked
- Auditing, reviewing, and checking for clinic room cleanliness
- Acting as the main point of contact for the property management team
- Performing duties of Clinical Administrative Support role when needed due to workload, staff vacations, sick leave, or other absences or to provide coverage for meetings or training sessions
- _General Office Duties_
- Coordinating resolution of operational issues
- Assisting with IT support, including replacing toners, performing periodic diagnostic checks and services to computers, and completing a checklist to ensure assets are working at optimum performance
- Coordinating virtual consultations (e.g., OTN meetings), learning programs and patient sessions, and IHP support
- Performing any other general office duties that may be required

**Skills Knowledge & Experience**:

- Superior customer service experience
- Ability to engage with various healthcare providers, service providers, community partners, clients, and patients
- Excellent interpersonal and oral/written communication skills
- Exceptional organizational skills & strong problem-solving skills
- Ability to adapt quickly to a fast paced, dynamic work environment
- High degree of accuracy and attention to detail
- Ability to work independently and within a team
- Ability to prioritize, manage time effectively and be flexible in a very active work environment
- Provides respect to all clients and all members of the team
- Ability to manage challenging encounters and de-escalate situations
- Ability to work within an anti-oppression framework

**Qualifications**:

- Minimum of two years medical secretarial experience is required or an equivalent blend

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- Proven ability in trouble shooting computer and hardware issues (printers, labels etc.).
- Ability to maintain confidentiality and impartiality

The above responsibilities are not to be considered all inclusive; the individual may be assigned other related duties in the interest of efficient operations of the center

**Salary**: $16.15-$28.56 per hour

Schedule:

- Day shift

Ability to commute/relocate:

- Woodbridge, ON: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (required)
- Administrative experience: 1 year (required)