Secretary III (RFT 1.0 FTE)

Administration/Clerical Ottawa, Ontario


Position Information

Posting Number: ROM23-389E
Title: Secretary III (RFT 1.0 FTE)
Position Status: Regular Full-time
FTE: 1.0
Job Schedule: Days
Unit: Ambulatory Care
Department: Geriatric Psychiatry
Union: CUPE Local 942
Site: Royal Ottawa Mental Health Centre
Number of Vacancies: 1

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.

Duties:

  • Provide administrative and secretarial support to clinicians in the Geriatric Psychiatry Program, and to Program and Clinical Directors.
  • Perform general office duties such as reception services, filing, photocopying, sending faxes and answer and redirects internal and external inquires phone/fax/email. Organize and maintain an effective filing and office management system.
  • Transcription of hand written or from Dictaphone for clinical reports, correspondence, etc. using the latest version of Microsoft Word.
  • Maintain up to date knowledge of the Program, ensure effective communication throughout the Program by distributing information appropriately. Prepare and send correspondence, as directed by clinicians and Program and Clinical Directors.
  • Arrange and co-ordinate meetings, involving internal staff as well as those from external agencies. Participate in special Program related projects as assigned.
  • Prepare background material for meetings, prepare agendas, take and distribute minutes.
  •  Act as a main contact for centralized room booking and OTN systems for the program. Organize special events and activities, including use of video conferencing (OTN) and teleconferencing, making travel arrangements.
  • Create and maintain effective procedures to support activities of the program using network technology efficiently  e.g. e- mail, electronic file management, chart closing, chart ordering, data base input and management, use of electronic scheduling systems, visit check-ins and registrations, statistics tracking and reporting, etc.
  • Participate in ordering and receive materials, office and other supplies, including preparation of requisitions for printing, stores, work orders, etc.
  • Participate in accounts reimbursement and funds request forms, physician sessionals, etc.
  • Participate in preparation of biweekly payroll cards for program staff including maintaining appropriate supportive documentation.
  • Assist with audits to payroll, sick leave, vacation and labour distribution reports and reports with Administration Manager; review vacation coverage and adjust year end vacation, sick leave balances
  • Provide support for processes, including necessary paperwork (e.g. PAFs, requisitions) that supports staffing and personnel functions for selected program staff.
  • Assist in co-ordination of relief for secretarial positions in Program. Provide back-up for other Program secretaries as needed.
  • 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, 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 experience two years full-time secretarial or clerical experience in a medical environment).
  • Typing speed - 45 net words per minute minimum.
  • Dictating skills.
  • An understanding of basic financial and mathematical concepts.
  • Experience working in Geriatric Psychiatry is an asset.
  • 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, oral comprehension, reading and writing. French level A- is mandatory in oral expression and oral comprehension.

Salary Range: $30.07 to  $32.66 per hour

Additional Information

  • All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
  • Please apply by clicking on the Apply button below.
  • 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 valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
  • The Royal is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the recruitment process.