Secretary III

Duties

: Maintains strict privacy and security in dealing with highly confidential material and sensitive risk management and privacy issues. Processes sensitive information related to Nursing staff, requiring discretion and confidentiality. Keeps record of current professional practice registrations and coordinates a system to ensure upkeep of registration in coordination with CNO and HR. Provides word processing services by typing correspondence such as letters, memoranda, complex reports, charts, and all educational material and handouts. Contributes to the overall organization and upkeep of the Partnership SharePoint drive. Supports the planning and coordination of the annual Nursing Week activities including educational events, multi-campus recognition, special events and bursary application processes. Maintains and audits payroll, sick leave, vacation, labour distribution reports, etc. reporting variances to the Director of Nursing; reviews and adjusts year end vacation and sick leave balances. Provides administrative support to both Brockville and Ottawa Professional Practice staff. Arranges and coordinates meetings; coordinates the Director’s daily schedule. Assists with the preparation of presentations and reports including researching material. Assists the Director and Manager with project organization and initiatives. Additional program specific activities may be assigned including support for the Brockville PP staff, and may require regular travel to Brockville. Creates and maintains databases/spreadsheets, collecting and entering data and generating a variety of monthly, quarterly and annual reports to track various department performance metrics and/or initiatives. Preliminary data gathering, validation & analysis in support of the preparation of quarterly and annual department reports. Facilitates completion of annual performance appraisals for staff reporting to the Director and Manager. Registers Director and Manager for conferences/courses including arrangements for registration, travel (air/rail) and accommodation. Orders office supplies and maintains stock. Secures support services (. IT, Facilities); Assists in tracking department budget expenditures. Supports Client and Family Advisory Councils with purchases, reimbursement of program expenses, setting up email accounts, oversee Welcome Packages (printing, supplies), updating and managing the Caregiver Distribution list, parking code requests, managing petty cash, IT tickets. Works in a manner that complies with staff and patient/client safety practices, policies and procedures of of the ROHCG. Ensures a work environment that is conducive to The Royal's Respectful 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 experience two years full time secretarial or clerical experience in a medical environment). Maintain ROHCG mandatory training requirements Excellent time management skills with the ability to prioritize and meet firm deadlines Knowledge of medical terminology Knowledge of de-escalation techniques Aware of community resources for this population High level of initiative and judgement. Proficiency in latest versions of standard office software applications including Windows, Microsoft Word, Excel, Outlook, Meditech or other patient registration/booking system, Internet Explorer. Typing skills - 45 net words per minute minimum Excellent organizational, time management and problem-solving skills. Excellent communication and customer relation skills. Must be able to multi-task and work with multiple interruptions. Ability to function as a member of a team and work cooperatively with other team members. English level A- is mandatory in oral expression/comprehension, reading comprehension and written expression.Bilingual (French/English) is considered an asset. Salary Range: 30.07 to 32.66 per hour

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