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Secretary III (Casual 0.0 FTE) at The Royal

The Royal · Ottawa, Canada · Onsite

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The Royal is currently hiring for our Casual Secretary pool. Required on an on-call/casual basis, the Casual Secretary will be called in to replace regular part-time or regular full-time staff.  Our Casual Secretary needs are weekdays Monday to Friday during our core business hours of 8:00 – 4:00.
Duties: 
  • Provide administrative and secretarial support to a team of clinicians.
  • Schedule appointments, using electronic scheduling system.
  • Provide reception services answering and redirecting calls and/or inquiries.
  • Receive visit check-ins and registrations.
  • Perform general office duties such as filing, photocopying, sending faxes and ordering office supplies.
  • Use network technology efficiently (electronic file management, data base management, email, appointment scheduling, registration, chart closing, chart ordering, etc).
  • Transcription of handwritten material or dictated clinical reports, letters, etc.
  • Create and maintain effective procedures to support service activities (statistics tracking, consultations, etc.).
  • Prepare necessary paperwork (eg PAFs, requisitions) to support staffing and personnel functions for selected program staff.
  • Co-ordinate and assist in arranging for relief for secretarial positions in Program.  Provide back-up for other Program secretaries as needed.
  • Order and receive material supplies including completion of paperwork.
  • Preparation of accounts reimbursement and funds request forms.
  • Organize special events and activities, including use of video conferencing(OTN) and teleconferencing.
  • Schedule all room booking requirements for the program through the centralized room booking system.
  • Provide support in hospital and program committees which includes taking and preparing minutes.
  • Ensure effective communication throughout the program by distributing information appropriately.
  • Maintain up to date knowledge of the programs and responds to client and public enquiries.
  • Work in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of The Royal.
  • Ensure a work environment that is conducive to The Royal’s Anti-Racism, Discrimination and Harassment-Free 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).
  • Typing speed - 40 net words per minute minimum.
  • Excellent communication, organization, problem solving, and customer relation skills, with the ability to relate to persons with mental illness.
  • Excellent time management skills with the ability to prioritize and meet firm deadlines.
  • High level of initiative, judgment and adaptability.
  • Commitment to continuous learning and quality improvement.
  • Ability to be proactive in task planning.
  • Mature and professional demeanor with solid communication and interpersonal skills.
  • Ability to work with multiple interruptions, manage competing priorities.
  • Ability to function as a member of a team and work cooperatively with other team members.
  • Proficiency with latest versions of Windows, Microsoft Word & Excel, Internet Explorer, Outlook, Meditech and standard office equipment (fax, photocopier etc.).
  • English level A is mandatory in oral expression, comprehension, reading and writing.  Bilingual (French and English) is considered an asset. 
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