Department Secretary 6

**Union**:UNIFOR Clerical

**Location**:KW Campus

**Work Type**:Part Time

**Shift**:UNIFOR PT

**Hours of Work**:Monday to Friday, 7.5 hours

**Summary**:
Working in a fast-paced environment as a member of the program’s secretarial network, the Clinic Department Secretary supports psychiatric follow up and other clinic services as needed within the Adult Outpatient Mental Health Program (Hazelglen; Short-Term Psychiatry Clinic; Day Hospital, Injection Clinic, Clozapine Clinic, Dual-Diagnosis Clinic. This role provides support to a multidisciplinary mental health team, working independently and collaboratively. Some of the specific responsibilities include:

- Providing reception and office management functions within the Adult Outpatient Mental Health Services (Hazelglen; Short-Term Psychiatry Clinic; Day Hospital).
- Greeting and communicating with acutely mentally ill adults, their families, workers, and visitors on arrival to the program.
- Compassion, sensitivity, tact, and people skills are required in order to put our often anxious, agitated, and first-time clients at ease upon arrival or during telephone interactions.
- Supporting Psychiatrists, allied staff, and managerial staff to ensure that the department is functioning well and meeting the demands of Grand River Hospital and the Adult Outpatient Mental Health program.
- Providing support and minute taking for monthly EPL meetings.
- Tracking and communicating Department of Psychiatry vacation and coverage information.
- Transcribing from dicta or handwritten notes or other word processing as required
- Data entry, compiling, maintaining, and preparing statistical reports
- Maintaining no-show lists for patients that require rebooking and follow-up as per clinic no-show policy
- Preparing and sending required client correspondence and/or scheduling appointments
- Provides periodic support to other Mental Health and Addiction Program Services to ensure clerical coverage for vacation and illness

**Qualifications**:

- Post-secondary medical secretarial or health office administration diploma or equivalent combination of education and experience required
- Experience with Cerner scheduling and patient registration preferred
- Scheduling and patient registration/check in
- Knowledge of related psychiatric/medical terminology
- Demonstrated office management skills
- Excellent time management and organization skills
- Excellent verbal and written communication skills
- Ability to work independently and as a member of the team
- Ability to multi-task in a demanding, fast-paced environment
- Ability to provide service to patients with a Mental Health & Addictions issues
- Proven ability to remain task-focused and effectively multitask in a busy and demanding environment.
- Understanding of mental health, as well as a positive attitude toward vulnerable and sometimes angry clients that enter the facility.
- Proficiency with software - Microsoft Office, Word, Excel, Outlook, Cerner Scheduling Appointment Book, Access Management Office, PowerChart, ESP, Empath, Clinical Connect, Maintenance Requisitioning
- Excellent typing skills required with data entry accuracy
- Good attendance record**APPLICATIONS WILL BE RECEIVED UNTIL THE POSTING IS CLOSED.**

Grand River Hospital is committed to fair and equitable employment and in our recruitment and selection practices. We strongly believe in inclusion and diversity within our organization, and welcome all applicants including, but not limited to: racialized communities, all religions and ethnicities, persons with disabilities, LGBTQ2S+ persons, Indigenous people, and all others who may contribute to the further diversification of our Hospital community. We are committed to providing and fostering a respectful workplace for all employees, free from violence and harassment. Grand River Hospital is a proud member of the Canadian Centre for Diversity and Inclusion (CCDI).