Job Description

The Secretary provides high-quality administrative, clerical, and coordination support to the East Region Provincial Coordinated Access program. This role ensures that referrals, client information, and appointments are accurately processed and that communication between clients, referral sources, and program staff runs smoothly. The Secretary plays a central role in keeping program operations organized and efficient, focusing on logistics and information flow.

Key Responsibilities

Referral Administration & File Management

Monitor referral software to identify new referrals and prepare electronic files for review by clinical staff Transcribe and enter referral details into the electronic health record system accurately and completely. Ensure all required documents and consents are attached to the file before it moves forward to clinical staff for review. Send appointment invitations to clients without booked appointments and follow up as needed to confirm attendance Redirect referrals outside program criteria to appropriate community contacts using approved templates or scripts

Scheduling & Coordination

Maintain calendars for the program, schedule intake and information appointments as directed by triaging staff, and coordinate logistics for meetings and knowledge exchange sessions Track client appointment status and flag scheduling issues or delays for review by the clinical team. Coordinate file closures and ensure all documentation is completed and archived appropriately.

Administrative & Clerical Support

Prepare and format correspondence, reports, and statistics for the program Manage incoming calls, emails, and mail; respond to routine inquiries and route clinical questions to the appropriate team members. Maintain filing systems, bring-forward systems, and electronic records to ensure program documentation is well-organized and up to date. Order and maintain office supplies, prepare attendance reports, and assist with data entry for performance indicators.

Communication & Stakeholder Support

Act as the first point of contact for clients and referral sources, providing clear and courteous information about next steps in the referral process. Maintain positive relationships with primary care providers, referral sources, and community partners by ensuring timely communication about referral status Support team meetings by preparing agendas, recording minutes, and circulating follow-ups as required.

Health & Safety

Recognize and report client, staff, and environmental safety issues. Follow all organizational health and safety policies and participate in preventative and corrective actions where applicable

Qualifications

Education:

Post-secondary diploma or certificate in office administration, medical office administration, or equivalent.

Experience:

Minimum 2-3 years of administrative experience, preferably in a healthcare or community services setting.

Knowledge & Skills:

+ Strong understanding of office administration procedures, scheduling, and records management. + Proficiency with Microsoft Office Suite, electronic health record systems, and referral management software.
+ Excellent organizational skills and ability to manage competing priorities.
+ Clear written and verbal communication skills with attention to detail.
+ Ability to work independently with minimal supervision while collaborating with a multidisciplinary team.
+ Professionalism, discretion, and ability to handle confidential information appropriately.
+ Typing speed of at least 50 wpm, strong computer literacy, virtual/hybrid work may be applicable depending on work location.

Freedom of Action

Works independently within established program and administrative procedures. Makes day-to-day decisions about scheduling, file management, and communication routing. Refers clinical questions, triage decisions, and complex cases to Caseworkers and/or Clinical Manager for review.




Link to OPSEU Wage Table-

This position is part of the OPSEU bargaining unit

Vacancy Available 5.

Job Posting Closing: November 24th at midnight. Please note any job applications after the closing date will not be considered.