JOB DESCRIPTION
Ontario Shores Centre for Mental Health Sciences requires an experienced temporary full time Secretary to provide a range of administrative, secretarial, data analysis, customer service and word processing services for the Recovery College and Nursing Relief Pool.
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 unit, by typing a variety of correspondence such as letters, cheques, memoranda, reports, charts, speeches, minutes from handwritten or word processed drafts, 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 utilizing the community wide scheduling system on Meditech 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.
Please Note: All Secretaries must have the ability to work in any area of Ontario Shores as staffing needs dictate and will be required to provide intermittent coverage to other areas.
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 and CWS 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.
Link to OPSEU Wage Table - (https://www.ontarioshores.ca/media/1821)This position is part of the OPSEU bargaining unit
Job Posting Closing: July 31st 2026, please note any applicants after this closing date will not be considered
This is a 12 month vacancy
Vacancies: 1
This is replacing an existing vacancy
