Medical Secretary

**Schedule** 14 hours per week, 7 hours each day, Monday and Wednesday, 8:30am to 4:30pm **Education Level** 2 year Community College Diploma **Career Level** 3 years relevant experience < **JD/TJD #** JD00009 **Pay Grade**: 5 **Title**: Medical Secretary (II) **Unit/Project Description**: - For Department use only._ The Department of Surgery is seeking a Medical Secretary II to support an academic Urology Surgeon at St. Joseph’s Healthcare Hamilton on the Charlton Site. **Please note: the initial training period requires a commitment of up to 35.00 hours per week for approximately the first two months,** **transitioning to a part-time schedule of 14.00 hours (2 days per week) for the remainder of the contract**. Division Overview The Division of Urology at McMaster University's Department of Surgery is a renowned medical unit with a strong focus on specialized urological care in Hamilton. In addition to providing innovative clinical services, the division boasts the 14,000 square feet McMaster Institute of Urology, located in the Mary Grace wing at St. Joseph’s Healthcare in Hamilton. Designed to provide full sub-specialty urologic care to patients throughout Ontario, the multi-million-dollar infrastructure is home to an interactive learning centre, its own urology library, research offices, a conference room and twelve exam rooms. About the Department of Surgery Over its 50+ year history, the McMaster Department of Surgery has maintained a steadfast commitment towards thinking big and making it possible. We are a department with 11 surgical divisions and Royal College residency training programs; together, we are poised to unleash a future fueled by a creative mindset and powered by our people. Vision. This Vision is based on 6 core tenets: CREATE We commit to an inclusive Culture. Research that impacts. Education that inspires. Advancement for all Transformation through innovation Excellence in patient care About McMaster University At McMaster University, our people are our most valuable asset. We strive to attract, develop, and retain the talented faculty and staff, and to foster inclusive excellence which values the strengths, perspectives, and contributions of each individual. McMaster is recognized as one of the top employers in the Hamilton/Niagara region and has been recognized as one of Canada’s Top Diversity employers. Working at McMaster University brings a robust total rewards package, which is more than just a salary. The elements and structure of the total rewards packages vary by employee group but include: - Employer Paid benefits including Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance. - Pension Plan Options & Post-Retirement Benefits. - Training, coaching and professional development opportunities. - Employee tuition assistance for development and education - Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning. - Progressive paid annual vacation plan Please see Total Rewards Overview for Unifor, Local 5555, Unit 1 for more Information. **Job Summary**: The Medical Secretary (II) is responsible for establishing priorities for office operations and performing a variety of secretarial and administrative duties within a clinical or medical practice setting. **Purpose and Key Functions**: - Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds. - Write a variety of documents including correspondence, reports and meeting minutes. - Schedule patient medical appointments and procedures. - Coordinate calendars, arrange meetings, book rooms and make travel arrangements. - Resolve scheduling and calendar issues, complaints, and conflicts. - Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts. - Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries. - Process and reconcile clinical and third party service billings. - Interact with patients and their family members who may be experiencing emotional or difficult situations. - Ensure patients understand all instructions given to them for tests and medical procedures. - Gather and compile information required for a variety of grant submissions and reports. - Conduct database, literature and web searches to locate and retrieve documents and articles. - Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly. - Set up and maintain filing systems, both electronic and hard copy. - Update and maintain information in a variety of databases. - Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures. - File, retrieve, and purge files. - Moni