Secretary Iii

**Position Information**

**Posting Number**:

- ROM23-195E**Title**:

- Secretary III (RFT 1.0 FTE)**Position Status**:

- Regular Full-time**FTE**:

- 1.0**Job Schedule**:

- Days**Department**:

- IMHR**Union**:

- CUPE Local 942**Site**:

- Institute of Mental Health Research (IMHR)**About The Royal**
- As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education_._

Reporting to the Director, Clinical Research Administration, the Secretary III will be responsible for providing day-to-day administrative support to the unit, working in a fast-paced office environment with competing demands and priorities.

**Duties**:

- Arrange and coordinate meetings
- Prepare background information for meetings
- Provide support committees, including taking minutes, preparing and distributing minutes
- Organize and maintain effective filing and office management systems (electronic and paper-based)
- Perform general office duties such as filing, photocopying, sending faxes, etc.
- Use network technology efficiently including electronic file management, database management
- Receive and distribute mail throughout the IMHR
- Create and maintain effective procedures to support program activities
- Provide reception services, answering and redirecting calls and/or inquiries
- Order and receive materials/supplies, including completion of paperwork as applicable
- Provide administrative support to the Director, Clinical Research Administration, and the Research Ethics Board including calendar management, addressing inquiries etc.
- Provide support in completing requisitions for printing, stores, work orders, etc. as needed
- Ensure effective communication throughout the Program and to numerous partners/collaborators by distributing information appropriately
- Process bi-weekly pay cards for IMHR research staff, maintaining appropriate supporting documentation
- Prepare necessary paperwork to support staffing, and personnel functions for the Program, e.g. PAF processing, job postings, arranging interviews, procedures for new hires, etc. as delegated by the Director
- Audit payroll, sick leave, vacation, etc. reporting variances to the Director, Clinical Research Administration
- Coordinate and assist in arranging relief for Secretarial positions in the program
- Organize special events/educational activities as required
- Organize and manage requests for keys, access passes, and other tasks involving Facilities department
- Manage monthly credit card reconciliation and submission process
- Work in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of the ROHCG/IMHR
- Ensure a work environment that is conducive to The Royal’s Anti-Racism, Harassment & Discrimination Free Workplace policy.
- Other duties as assigned.

**Qualifications**:

- Completion of OSSD or equivalent
- Office Administration or equivalent college certification and/or diploma OR relevant combination of education, training and experience (minimum two years full-time secretarial or clerical experience in a medical or research environment)
- Typing speed 45 words per minute minimum and dicta-typing skills
- Basic understanding of financial and mathematical concepts
- Previous experience in a research institute and/or knowledge of the Tri-Council Policy Statement for the Ethical Conduct of Research Involving Human Participants (TCPS2), preferred
- Ability to prioritize multiple demands in a fast-paced office environment
- Excellent communication skills, organization, problem solving and customer relation skills
- Excellent time management skills, with the ability to prioritize and meet firm deadlines
- High level of initiative, judgement and adaptability
- Ability to work with and maintain confidential information
- Commitment to continuous learning and quality improvement
- Ability to work independently and with multiple interruptions
- Ability to function as a member of a team and work cooperatively and respectfully with team members
- Must be extremely detail oriented
- English level A- is mandatory in oral expression/comprehension, reading comprehension and written expression. Bilingual (French/English) is considered an asset.

**Salary Range**:

- 28.28 to 30.71 per hour**Additional Information**
- All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
- The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
- All new hires will be required to obtain a clear and va