Administrative Secretary

Health Sciences North; Greater Sudbury; On-site; CAD 45,000 - 65,000; Full time

Job summary

Health Sciences North is seeking an experienced Administrative Secretary to provide confidential and efficient support to the Cancer Screening program and related services. You will coordinate meetings, prepare reports, manage travel and expenses, and ensure accurate records and data management across multiple programs.

The role requires strong communication, data entry, and confidentiality skills, with the ability to multitask and adapt to busy healthcare settings.

Qualifications

• Minimum one-year diploma in a related field from an accredited college.
• Mandatory Health & Safety Awareness in 4 Steps training certificate.

Responsibilities

• Coordinate appointments, meetings, agendas, reports and minutes; manage follow-ups and room bookings.
• Support multiple programs to ensure aligned and integrated service delivery.
• Process travel arrangements, expenses, and purchasing card reconciliations for staff.
• Prepare and organize confidential documents and correspondence for leadership.
• Maintain filing systems (manual and computerized) and coordinate information flow.
• Assist in data collection, analysis, and preparation of reports or presentations.

Skills

Data entry

Medical terminology

Typing 50 wpm

Minute transcription

Analytical skills

Quality improvement

Office administration

Microsoft Office

Confidentiality

Multitasking

Professionalism

Travel flexibility

Education

One-year Diploma in Office/Business Admin/Communication

MOHLT Health & Safety Awareness 4 Steps certificate

Tools

Adobe InDesign

Job description

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KEY FUNCTION

Provide efficient and confidential administrative support to the program including clinical leads, while ensuring the day-to-day operations are managed, coordinated, and performed.

REPORTING

Under the general direction of the Manager, Cancer Screening

DUTIES

• 1. Coordinate appointments and meetings, prepare agendas, prepare administrative reports, record minutes, ensure appropriate follow-up, book meeting rooms, and coordinate catering requirements
• 2. Support coordination across multiple programs (i.e. Cancer Screening, Diagnostic Assessment Programs, Mobile Health Services) to ensure alignment and integration of services.
• 3. Prepare purchase requisitions, track receipt of goods and follow up on outstanding orders and invoices.
• 4. Order, receive and track clinical and non-clinical supplies (e.g. screening consumables and kits); maintain inventory levels and coordinate restocking ahead of each mobile health unit departure.
• 5. Prepare and organize a variety of documents and correspondence in an accurate and professional format.
• 6. Conduct research, develop/maintain databases, collect and manage data and collate information for analysis and presentation/publication or reporting.
• 7. Assist in the design of presentations and program materials (e.g. bulletins, newsletters, and promotional pieces).
• 8. Assist in the arrangement of travel schedules and make reservations as required.
• 9. Process travel expense claims, mileage, per diems and purchasing card reconciliation for staff; track spending against tour budgets and flag variances to the Manager.
• 10. Answer telephone and electronic enquires, and relay telephone calls and messages.
• 11. Greet program visitors and business contacts.
• 12. Set-up and maintain manual and computerized information filing systems.
• 13. Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations.
• 14. Determine and establish office procedures, order office supplies, and maintain inventory.
• 15. Process bi-weekly payroll data.
• 16. Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.
• 17. Prepare a variety of confidential labour relations and related documents (e.g. discipline letters, grievance response/preparation, etc.) for the department manager.
• 18. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
• 19. Contribute to learner development by providing academic support, mentorship, preceptorship and supervision as required.
• 20. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
• 21. Educate and promote health, safety and wellness in the work place.
• 22. Represent the department or program on various committees and in meetings as required.
• 23. Perform other duties as required.

QUALIFICATIONS

EDUCATION AND TRAINING

• 1. Minimum of a one (1) year Diploma in Office, Business Administration or Communication, from an accredited college.
• 2. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE

• 1. Minimum of three (3) years’ experience working as an Administrative Secretary within the last five (5) years, preferably in a health care environment.
• 2. Related experience in event organization is preferred.
• 3. Experience with Adobe InDesign (Creative Cloud) software is preferred.
• 4. Experience with the College of Family Physicians of Canada Mainpro+ certification is preferred.

KNOWLEDGE/SKILLS/ABILITIES

• 1. Demonstrated proficiency in data entry and knowledge of computerized patient information systems.
• 2. Demonstrated knowledge of Medical Terminology.
• 3. Demonstrated typing speed of 50 words per minute.
• 4. Demonstrated proficiency in taking and transcribing minutes.
• 5. Demonstrated excellent judgment and proven analytical skills.
• 6. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
• 7. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
• 8. Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point, Access, Vision and Outlook) and patient information systems.
• 9. Demonstrated superior interpersonal and communication skills, both written and verbal.
• 10. Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
• 11. Demonstrated discretion and maturity when handling confidential information.
• 12. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY

• 1. Successful Criminal Record Judicial Matters Check (CRJMC) is required.
• 2. Ability to use tact and discretion in dealing with health care providers and patients.
• 3. Demonstrated ability to work effectively as a member of an interdisciplinary team.
• 4. Demonstrated ability to perform with minimal supervision; to prioritize duties.
• 5. Demonstrated commitment to ongoing professional development.
• 6. Demonstrated professionalism in dealing with confidential and sensitive issues.
• 7. Demonstrated positive work record and excellent attendance record.
• 8. Ability to meet the physical and sensory demands of the job.
• 9. Ability to travel between local sites.
• 10. Valid driver’s license with access to reliable vehicle.
• 11. Willingness to travel occasionally within Northern Ontario.
• 12. Demonstrated ability to work flexible hours as required.

Selection Process

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. This posting is for an existing vacancy.

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.