Job Description

Administrative Secretary
============================

Competition #



7467





Job Title



Administrative Secretary





Department



Community Care & Rehabilitation





Status



Temporary (April 2025-Nov 2026)





Work Type



Full-time





Affiliation



Non Union





Shift Assignment



Days





Bilingualism Required



No





Police Check Requirement



N/A





Site



RLHC-Non Union Non Managment





Salary Information



32.58-38.34





Application Closing Date



Ferbuary 19, 2025





KEY FUNCTION :

Provide efficient and confidential administrative support to both programs' management staff, Administrative Director of Community Care and Rehabilitation, and Regional Director, Regional Nephrology Program while ensuring the day-to-day operations are managed, coordinated, and performed.




REPORTING :

• Under the general direction of the Administrative Director, Community Care and Rehabilitation/Regional Director, Regional Nephrology Program.






DUTIES :

• Prepare and organize a variety of documents and correspondence in an accurate and professional format.


• Coordinate meetings, prepare agendas, ensure appropriate follow-up, book meeting rooms, and coordinate catering requirements.


• Record minutes of meetings and ensure proper follow-up of assigned action items.


• Acts as a resource and liaison to document owners, provide instruction and guidance on how to use HSN's Policy Management Framework (PMF); maintain inventory of PMF documents and update the Hub as required.


• Conduct research and compile data, statistics, and other information.


• Set-up and maintain manual and computerized information filing systems.


• Determine and establish office procedures, order office supplies, and maintain inventory.


• Greet visitors; ascertain nature of business and direct visitors as required.
• Schedule and confirm appointments and meetings.


• Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations.


• Act as the gatekeeper for the program's web site, policies, and procedures.


• Answer telephone and electronic enquires, and relay telephone calls and messages.


• Respond to physician inquiries and liaise with staff physicians, locum physicians, and medical personnel in other communities on behalf of the Administrative Director as required.
• Coordinate and provide support to special projects as required.


• Organize conferences as required.


• Arrange travel schedules and make reservations as required.


• Perform monthly credit card reconciliation for finance.


• Set-up all department/program Ontario Telemedicine Network (OTN) sessions for staff and patient education; act as gatekeeper and super-user for all bookings and retraining/training of staff.


• Train staff in the procedures and use of current software as required.
• Prepare a variety of confidential labour relations and related documents (e.g. discipline letters, grievance response/preparation, etc.) for the department manager.
• Determine and align improvement projects with HSN's Strategic Plan; monitor and adjust to achieve goal outcomes.


• Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.


• Educate and promote health, safety and wellness in the work place.
• Represent the department or program on various committees and in meetings as required.


• Perform other duties as required





QUALIFICATIONS


EDUCATION AND TRAINING:

• Minimum of a one (1) year Diploma in office or business administration, from an accredited college.


• Ministry of Labour "Worker Health and Safety Awareness in 4 Steps" training certificate is required.





EXPERIENCE:

• Minimum of three (3) years' experience working as an Administrative Secretary within the last five (5) years, preferably in a health care environment.





KNOWLEDGE/SKILLS/ABILITIES:

• Demonstrated typing speed of 50 words per minute.


• Demonstrated proficiency in taking and transcribing minutes.


• Demonstrated knowledge of Medical Terminology.


• Demonstrated excellent judgment and proven analytical skills.
• Demonstrated excellent organizational, problem-solving, prioritization, time management, and leadership skills.


• Demonstrated training, experience or utilization of lean methodology for process improvement.


• Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.


• Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.


• Demonstrated superior interpersonal and communication skills, both written and verbal.


• Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.


• Demonstrated discretion and maturity when handling confidential information.
• Demonstrated commitment to the safety of co-workers and patients.





PERSONAL SUITABILITY:

• Demonstrated commitment to continuous quality improvement.


• Demonstrated high tolerance for change and ambiguity.
• Demonstrated ability to handle multiple priorities and tight deadlines.


• Proven ability to work independently and in a team environment.


• Demonstrated commitment to ongoing professional development.


• Demonstrated professionalism in dealing with confidential and sensitive issues.


• Demonstrated positive work record and excellent attendance record.


• Ability to meet the physical and sensory demands of the job.
• Ability to travel between local sites.




Selection Process: Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required.



Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.




HSN THANKS ALL APPLICANTS.

ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.

WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.