Position Information
Posting Number:
IMHR26-003E
Title:
Secretary VII (RPT 0.5 FTE)
Position Status:
Regular Part-time
Site:
Institute of Mental Health Research (IMHR)
Level of Police Check:
Criminal Record Check
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
Description:
Secretary VII provides administrative and clerical support to ensure the efficient coordination of daily operations of the research institute. The role supports investigators, research staff, leadership, and external stakeholders through effective scheduling, communication, documentation management, and office coordination while maintaining confidentiality and professionalism within a healthcare and research environment
Duties:
- Provide day-to-day administrative support to researchers, research leadership, and teams
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Manage calendars, schedule meetings, coordinate appointments, and arrange virtual or in-person meetings and events
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Respond to telephone, email, and in-person inquiries in a professional and timely manner
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Maintain organized electronic and paper filing systems
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Order and maintain office supplies and coordinate equipment or service requests
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Assist with travel arrangements, conference registration, expense submissions, and invoice processing
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Support planning and logistics for institute events, workshops, and educational activities
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Organize meetings (room booking, catering, drafting agendas, taking minutes, and dissemination of information)
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Perform general office duties (filing, photocopying, scanning) and screen/distribute mail
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Provide financial and administrative support for research activities, including processing transactions, maintaining financial records, and assisting with budgeting, reconciliation, and funding administration
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Coordinate requisition of keys, furniture, telephones, and computers
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Support administrative processes related to research studies, including booking research participant appointments and preparing records for archiving
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Assist with onboarding documentation, training records, and institutional requirements; prepare onboarding paperwork (PAFs, procedures for new hires)
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Support onboarding activities for new hires, students, post-doctoral fellows, and visiting placements in collaboration with HR
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Coordinate with IMHR, University of Ottawa, Human Resources, and Occupational Health and Safety to ensure completion of required paperwork
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Submit patient billing to MEDCO for physicians
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Coordinate and enter bi-weekly payroll information into Empath SystemWorks in a manner that complies with staff and patient/client safety practices, policies and procedures of The Royal.
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Ensures a work environment that is conducive to the Royal’s Anti-Racism, Harassment, Discrimination-Free Workplace and work safety policies and practices.
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Demonstrates commitment to health equity, values diversity and contributes to an inclusive working environment.
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All roles at The Royal Ottawa Health Group are expected to actively demonstrate The Royal’s iCARE values: innovation, collaboration, accountability, and respect by seeking improvements, working collaboratively with colleagues and clients, taking ownership of their actions, and promoting a respectful and inclusive workplace culture
Qualifications:
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Completion of 2 year community College in Medical office Administration or Diploma Program
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Certification in TCPS2 (ethical conduct of research), Knowledge of academic CVs (previous experience is an asset), knowledge of intermediate financial and intermediate mathematical concepts (asset)
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Advanced organization and problem-solving skills
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Service oriented with excellent interpersonal skills, positive attitude, ability to work independently and within a team
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Excellent written and verbal communication skills, attention to detail
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Strong proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, Outlook, and Teams.
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Ability to work productively and independently in a role where there are frequent interruptions, must be adaptable to change
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Maintain strict privacy and security when handling sensitive information including study protocols, personal health information and financial data
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Typing 55 words per minute
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English level A- is mandatory in oral expression, oral comprehension, reading comprehension and written expression. Bilingual (French/English) is an asset.
REWARDS AND BENEFITS:
At The Royal, we are committed to supporting your health, well-being, and financial security at every stage of your career through a comprehensive total rewards package that may include:
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HOOPP, one of Canada's leading defined benefit pension plans, helping you build long-term financial security with a predictable lifetime retirement income and valuable employer contributions.
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Competitive health and dental benefits through Medavie Blue Cross (MBC), supporting you and your family's health and wellness needs;
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Life insurance and disability coverage through Manulife, including short-term and long-term disability benefits where applicable, providing added peace of mind;
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Employee and Family Assistance Program (EFAP) through Telus Health, offering confidential counselling, wellness resources, and support services for you and your eligible family members (excluded casual staff).
Together, these benefits reflect our commitment to helping you thrive personally and professionally—today, tomorrow, and throughout your career at The Royal.
Salary Range:
$32.42 to $36.34 per hour
Additional Information
- All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
- 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 Ottawa Health Care Group is committed to equity and inclusion in the workplace. Our commitment is rooted in the belief that a diverse workforce enhances the quality of care and organizational strength. We encourage applications from members of equity-deserving communities and welcome individuals from all backgrounds. Upon request, accommodations due to disability are available throughout the recruitment process.
