Department Secretary 6

Grand River Hospital; Kitchener; Vor Ort; CAD 22.000 - 33.000; Teilzeit

Zusammenfassung

Waterloo Regional Health Network (WRHN) is seeking a Part Time Department Secretary for the Adult Outpatient Mental Health program at WRHN Midtown. The role handles reception, office management, and coordination for a multidisciplinary team with sensitivity to mental health needs.

You will support psychiatrists and staff, transcribe notes, manage scheduling and reporting, and ensure coverage during vacations and meetings, contributing to smooth clinic operations.

Qualifikationen

• Post-secondary medical secretarial or health office administration diploma or equivalent.
• Experience with Cerner scheduling and patient registration preferred.
• Knowledge of psychiatric/medical terminology and strong office management skills.

Aufgaben

• Provide reception and office management for Adult Outpatient Mental Health Services.
• Greet acutely mentally ill adults and their families; maintain a calm, respectful environment.
• Support psychiatrists and multidisciplinary team to keep the department functioning well.
• Provide minute taking for EPL meetings and track vacation/coverage information.
• Transcribe from dicta or handwritten notes; perform data entry and prepare reports.
• Manage no-show lists, schedule appointments, and send client correspondence.
• Provide periodic clerical support for other Mental Health and Addiction programs as needed.

Kenntnisse

Excellent time management

Excellent verbal and written comms

Ability to multi-task

Independent and team player

Ausbildung

Post-secondary medical secretarial or health office administration diploma

Tools

Cerner scheduling

Microsoft Office

Typing

Jobbeschreibung

Welcome to health care that soars above. Welcome to WRHN.

Home to seven regional programs and comprehensive health‑care services, Waterloo Regional Health Network (WRHN, pronounced wren) is committed to meeting the current and emerging needs in Waterloo-Wellington and beyond.

WRHN is redefining the health‑care experience through collaboration and innovation, addressing barriers to access, advancing care delivery, and setting new standards in compassionate, empowered community‑driven health care.

At WRHN, every patient is at the centre of everything we do as we strive to improve lives, inspire healing, and build healthier, stronger communities. By listening to patients and partners, we strive to connect communities to the right care, at the right place, and at the right time.

This role is advertised to fill an existing vacancy.

Position Vacancy: Mental Health & Addictions - Adult Outpatient

Position: Part Time Department Secretary 6 (UC)

Posting Period: November 5 - November 10

Hours of Work: M-F, Weekdays

Location: WRHN @ Midtown (formerly Grand River Hospital, KW Campus)

Position Summary :

Working in a fast‑paced environment as a member of the program’s secretarial network, the Clinic Department Secretary supports psychiatric follow up and other clinic services as needed. This role provides support to a multidisciplinary mental health team, working independently and collaboratively. Some of the specific responsibilities include:

• Providing reception and office management functions within the Adult Outpatient Mental Health Services
• Greeting and communicating with acutely mentally ill adults, their families, workers, and visitors on arrival to the program.
• Compassion, sensitivity, tact, and people skills are required in order to put our often anxious, agitated, and first‑time clients at ease upon arrival or during telephone interactions.
• Supporting Psychiatrists, allied staff, and managerial staff to ensure that the department is functioning well and meeting the demands of WRHN and the Adult Outpatient Mental Health program.
• Providing support and minute taking for monthly EPL meetings.
• Tracking and communicating Department of Psychiatry vacation and coverage information.
• Transcribing from dicta or handwritten notes or other word processing as required
• Data entry, compiling, maintaining, and preparing statistical reports
• Maintaining no‑show lists for patients that require rebooking and follow‑up as per clinic no‑show policy
• Preparing and sending required client correspondence and/or scheduling appointments
• Provides periodic support to other Mental Health and Addiction Program Services to ensure clerical coverage for vacation and illness

Position Requirements:

• Post‑secondary medical secretarial or health office administration diploma or equivalent combination of education and experience required
• Experience with Cerner scheduling and patient registration preferred
• Scheduling and patient registration/check in
• Knowledge of related psychiatric/medical terminology
• Demonstrated office management skills
• Excellent time management and organization skills
• Excellent verbal and written communication skills
• Ability to work independently and as a member of the team
• Ability to multi‑task in a demanding, fast‑paced environment
• Ability to provide service to patients with a Mental Health & Addictions issues
• Proven ability to remain task‑focused and effectively multitask in a busy and demanding environment.
• Understanding of mental health, as well as a positive attitude toward vulnerable and sometimes angry clients that enter the facility.
• Proficiency with software – Microsoft Office, Word, Excel, Outlook,
• Excellent typing skills required with data entry accuracy
• Good attendance record

WRHN is committed to fair and equitable employment and in our recruitment and selection practices. We strongly believe in inclusion and diversity within our organization, and welcome all applicants including, but not limited to racialized communities, all religions and ethnicities, persons with disabilities, LGBTQ2S+ persons, Indigenous people, and all others who may contribute to the further diversification of our Hospital community. We are committed to providing and fostering a respectful workplace for all employees, free from violence and harassment.

Accommodations are available during all stages of the recruitment process in accordance with the Human Rights Code. WRHN is committed to complying with the Accessibility for Ontarians with Disabilities Act (AODA) to provide an inclusive, barrier free workplace. We will accommodate the accessibility needs of individuals with disabilities to support participation in all aspects of the recruitment process. Should you require this accommodation, please contact Human Resources.

International Applicants

If you are seeking employment on a temporary work or study permit we recommend reviewing work permit restrictions as it applies to healthcare organizations in Canada. Individuals holding a work or study permit seeking employment in the healthcare sector may be required to complete additional steps in the process. This may also apply to current employees seeking renewal of their work permits. It is the accountability of the applicant and/or employee to ensure they are adhering to their specific work permit restrictions.

WRHN does not use artificial intelligence (AI) to screen, assess, or make hiring decisions regarding applicants during our recruitment and selection process.