Secretary - Physical Facilities
4 days ago
**Company Bio**
- Southlake is building healthy communities through outstanding care, innovative partnerships, and amazing people. We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka._
- Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family Advisors are committed to creating an environment where the best experiences happen. As a recognition of our commitment to quality and patient safety, we have received the highest distinction of Exemplary Standing from Accreditation Canada._
**Job Summary**
The Secretary is responsible and accountable for clerical functions within the Physical Facility Department. He/she is responsible for providing secretarial and departmental support to the Facility Operations team. This role involves facilitating and providing customer service for all internal and external stakeholders and initiating service calls, overseeing contractor access, including the receipt of permits, licenses, insurance, and service reports.
Key duties include handling all badge issuance and returns, processing asset and work order requests, maintaining departmental records, and supporting day-to-day departmental activities. The role also completes financial transactions, processes invoices through Mohawk Medbuy, supports procurement documents, and ensures accurate record-keeping. The FOC Secretary must demonstrate strong organizational skills, ability to multi-task in a fast-paced environment, attention to detail, and the ability to communicate effectively with internal staff and external vendors.
**Qualifications**
- Graduate from a College secretarial certificate program or equivalent experience
- Dicta typing at a minimum speed of 60 words per minute
- Previous computer and word processing experience required
- Experience working in a health care environment an asset
- Excellent communication skills and ability to work with the public
- Reception and telephone answering skills
- Strong organizational skills required to handle overlapping assignments and demands
- Ability to take minutes
- Demonstrated mechanical terminology skills an asset
- Invoice/PO reconciliation
- Demonstrated commitment to professional development
- Demonstrated excellence in communication, both written and verbal
- Demonstrated problem assessment skills
- Demonstrated commitment to customer service and teamwork
- Demonstrated individual leadership skills
**Closing Statement**
**_ Regular and reliable attendance is an expected requirement of this position._**
At Southlake, we are committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live and serve, including those with disabilities. Southlake is committed to providing accommodations in all parts of the hiring process. If you require an accommodation, we will work with you to meet your needs.
It is the responsibility of all Southlake employees to work in a safe manner and promote health and safety in the workplace.
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