Confidential Secretary

Michael Garron Hospital; Toronto; On-site; CAD 42,000 - 56,000; Full time

Job summary

Michael Garron Hospital in Toronto seeks a Confidential Secretary to handle confidential typing, reporting and filing for the Child and Adolescent Mental Health Service. The role supports management and medical staff, coordinating secured filing and retrieval of policies and outpatient charts.

In addition to strong confidentiality and communication skills, the position requires Excel/Office proficiency, experience with electronic referral systems like OCEAN, and a collaborative, customer‑focused

Qualifications

• Minimum of 3 years recent related work experience required, 2 years in Mental Health.
• Demonstrates ability to manage confidential data and files.
• Excellent written and verbal communication; strong organization.

Responsibilities

• Prepare confidential typing, correspondence and reports for Ministry of Health.
• Coordinate and maintain secured centralized filing system for outpatient charts.
• Support efficient patient flow and access within Child and Adolescent Mental Health Service.
• Handle scheduling and data management with discretion and accuracy.

Skills

Communication skills

Organizational skills

Confidential handling

Independent work

Team collaboration

Education

Ontario Secondary School Diploma

Administrative or Secretarial diploma

Mental Health / Child & Adolescent Mental Health coursework

Tools

Microsoft Office

Excel

ESM

SRM

OCEAN

Job description

Overview

The Confidential Secretary is responsible for confidential typing, correspondence and reports to the Ministry of Health, internal and external stakeholders related to the needs of management, OPSEU / Para-Medical and Medical staff of the Child and Adolescent Mental Health Service. Coordinates, facilitates and maintains a secured centralized confidential filing system in relation to outpatient charts for the Child and Adolescent Outpatient Services. Responsible for ensuring current up-to-date master copies of manuals and policies for the Child & Adolescent Mental Health Service. The incumbent provides retrieval/search service on particular policies as required and supports efficient patient flow for the Child & Adolescent Mental Health Service.

Overview

The Confidential Secretary is responsible for confidential typing, correspondence and reports to the Ministry of Health, internal and external stakeholders related to the needs of management, OPSEU / Para-Medical and Medical staff of the Child and Adolescent Mental Health Service. Coordinates, facilitates and maintains a secured centralized confidential filing system in relation to outpatient charts for the Child and Adolescent Outpatient Services. Responsible for ensuring current up-to-date master copies of manuals and policies for the Child & Adolescent Mental Health Service. The incumbent provides retrieval/search service on particular policies as required and supports efficient patient flow for the Child & Adolescent Mental Health Service.

EDUCATION

• Ontario Secondary School Diploma.
• Administrative or Secretarial diploma preferred.
• Courses in Mental Health / Child & Adolescent Mental Health an asset.

Qualifications

• Minimum of 3 years recent related work experience required, 2 years of which are in Mental Health.
• Demonstrates knowledge and skill in facilitation and organization of information, secretarial activities.
• Demonstrated ability to manage/schedule confidential data and files.
• Excellent computer skills required (Microsoft Office Products, Excel, ESM, and SRM).
• Extensive experience booking patient appointments.
• Familiar with working in an electronic referral system and/or OCEAN.
• Strong comprehensive knowledge of medical and psychiatric terminology required.
• Demonstrated understanding and ability to comply with confidentiality requirements under MGH Privacy Policy.
• Excellent communication skills (written and verbal).
• Demonstrated excellence in maintaining, collating and filing patient and hospital records in a timely, efficient and confidential manner.
• Ability to maintain a consistent level of productivity and efficiency.
• Ability to work well independently and in a collaborative team environment; be self-directed, creative, flexible and tactful.
• Ability to engage in a courteous, customer focused manner demonstrating a pleasant positive regards for others.
• Excellent interpersonal and organization skills with the ability to work under pressure utilizing critical thinking skills.
• Embodies the values of MGH.
• Excellent work and attendance record required.
• All employees of Michael Garron Hospital (MGH), a division of Toronto East Health Network (TEHN) [formerly Toronto East General Hospital (TEGH)] agree to work within the legislated practices of the Occupational Health and Safety Act of Ontario.
• All employees of MGH are responsible to contribute to a transparent culture of patient and staff safety by adhering to and abiding by patient and staff safety policies and procedures set by MGH.
• All employees are accountable for protecting the psychological health and safety of themselves and their co-workers through adherence to MGH's policies and practices.

EMPLOYMENT EQUITY & ACCESSIBILITY STATEMENT

Michael Garron Hospital (MGH) champions accessibility, diversity and equal opportunity through the creation of an inclusive and diverse work environment. At Michael Garron Hospital, we strive to be an equitable and inclusive employer. We encourage candidates from Black, First Nations, Métis and Inuit, racialized and LGBTQ2S+ communities, people of colour, women, people with disabilities and individuals who identify with the diverse communities that we serve, to join the MGH team.

Through our values of Compassion, Respect, Integrity, Inclusion and Courage, Michael Garron Hospital is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and Ontario Human Rights Code (OHRC). Should you require an accommodation at any stage of the recruitment process, please let us know how we can work with you to meet your needs.

This job posting is a confirmed, active vacancy for which we are currently seeking a qualified candidate.

MGH is committed to leveraging new technologies and working efficiently. As a result, artificial intelligence systems may be used as part of our process to screen, assess, and or select applicants for this position.