Job Description

JOB DESCRIPTION

Ontario Shores Centre for Mental Health Sciences is seeking a Secretary to provide a range of administrative, secretarial, data analysis, customer service and word processing services to the Forensic Psychiatry Rehabilitation Unit and Forensic Rehabilitation Unit.

Key Duties and Responsibilities:

The Secretary responsibilities include (but are not limited to):

Providing word processing services to support the staff and work of the program, by typing a variety of correspondence such as letters, cheques, memoranda, reports, charts, speeches, minutes from handwritten or word processed drafts & meetings, and proofreading to ensure accuracy of grammar, spelling and punctuation. Preparing lists, labels and forms. Preparing statistical reports on patient activities. Answering telephone calls and greeting visitors Maintaining appointment calendars, coordinating appointment schedules and making arrangements for travel, accommodation, meetings, conferences, luncheons. Assisting with co-ordination of appointments for patients for tests, consultations and other matters, reporting important patient information as required/directed. Establishing and/or maintaining the patient care unit filing system including patient files, and bring forward system, containing letters, memoranda, reports, minutes, and clients' files. Setting up patient records for new admissions to the unit by completing the necessary clerical functions Receiving, opening, sorting and distributing incoming mail and, where necessary, attaching relevant files/background information prior to distribution. Booking interpreter services, ordering keys and submitting work orders for office moves, telephone and voicemail set up. Performing a variety of clerical tasks such as preparing and submitting attendance reports, maintaining Delegation of Authority files, updating manuals (including policy/procedure), mailing lists, checking invoices, travel claims, ordering and maintaining stock of office supplies, keeping inventory/assets control. Maintaining accurate attendance records for payroll submission and processing data in relation to shift schedules by daily and weekly review of related information (ie. attendance, schedule changes, WSIB claims, absenteeism due to illness, time off, leaves of absence, stat holiday and premium payment records). Identifies discrepancies to Clinical Manager and rectifies records; calculating and recording cumulative total to staff attendance records and preparing related notifications/submissions for HR and Payroll. Maintaining picture boards and patient boards. Responsible to recognize and report patient, staff, and environment safety issues, identify and implement preventative and corrective actions, within the scope of this role.

Requirements:

Completion of Grade 12 or recognized equivalent Secretary/Medical Office Administration Diploma strongly preferred Minimum of 3 years secretarial experience and office management within health care. Demonstrated working knowledge of MS Office suite, keyboarding and filing Working knowledge of Meditech an asset Experience with staff scheduling and maintaining attendance records Ability to work with minimal supervision Demonstrated abilities to clearly communicate with staff and patients Demonstrated ability to take initiative Excellent interpersonal skills; Superior time management and organizational skills Ability to use judgement in dealing with requests for information and the release of confidential information; knowledge of medical terminology Ability to perform the physical demands of the position and maintain good attendance.
Ontario Shores is dedicated to fostering equitable employment opportunities and encourages applications from all qualified individuals. We are committed to supporting candidates requiring accommodations and invite you to inform us of any needs during the recruitment process.


We welcome applicants who embrace respect and are dedicated to collaboratively cultivating an inclusive environment where everyone feels a sense of belonging. We particularly encourage applications from individuals who have encountered historical or current barriers to equity.



Link to OPSEU Wage Table -

This is part of the OPSEU bargaining unit.

Job Posting Closing: July 24, 2025 at midnight. Please note any job applications after the closing date will not be considered.