Secretary III (TFT 1.0 FTE)

Administration/Clerical Ottawa, Ontario


Position Information

Posting Number: ROM24-102E
Title: Secretary III (TFT 1.0 FTE)
Position Status: Temporary Full-time
Contract End Date: 03/31/2025
FTE: 1
Job Schedule: Days
Unit: Youth Psychiatry - Outpatients
Department: Youth Psychiatry Program
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 the clinicians in the Youth Psychiatry Program.
  • Providing administrative and secretarial support to the Clinical and Administrative Directors of the Youth Psychiatry Program
  • 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.
  • Tracking and reconciliation of credit card purchases.
  • Tracking and reconciliation of petty cash.
  • Tracking and reconciliation of Volunteer funds.
  • Complete monthly Hand Hygiene Audit for Youth Inpatient Unit.
  • Coordination of medical students coming into the Youth Program.
  • Maintain schedule and keys for Youth Van.
  • Coordinate and schedule all patient OTN appointments.
  • 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.
  • Support Clinical and Administrative Directors
  • Ensure a work environment that is conducive to the Royal’s Harassment-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.
  • 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, EpiCare and standard office equipment (fax, photocopier etc.)
  • Bilingual (French/English) is mandatory.  English level A- is mandatory in oral expression/comprehension, reading comprehension and written expression.  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.