Department Secretary - Child, Youth and Family Services-camh

SML Inox; Toronto; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established healthcare provider is seeking a dedicated Department Secretary to join their Child, Youth & Family Services team. This full-time role offers a unique opportunity to contribute to meaningful client care while ensuring smooth administrative operations. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational and interpersonal skills. Responsibilities include managing client inquiries, scheduling appointments, and maintaining clinical records. If you are passionate about making a difference in the lives of children and youth, this position offers a chance to be part of a compassionate team dedicated to transforming lives and promoting mental health.

Qualifications

• 2+ years of secretarial/administrative experience required.
• Proficiency in Microsoft Office and database management essential.

Responsibilities

• Triage inquiries and book client appointments.
• Manage clinical service schedules and perform clerical duties.
• Conduct data entry and maintain accurate records.

Skills

Analytical Skills

Problem-Solving Skills

Interpersonal Skills

Communication Skills

Organizational Skills

Education

Community College diploma in Office Administration

Diploma in Medical Administration

Tools

Microsoft Office (Word, Excel, PowerPoint)

Cerner software systems

Web-based databases

Job description

Through its core values of Courage, Respect and Excellence, CAMH is implementing its Strategic Plan: Connected CAMH, to transform lives, ignite innovation and discovery, revolutionize education and drive social change. CAMH is more than a hospital, it is a cause. CAMH is on a mission to change the way society thinks about and responds to mental illness. They aim to eliminate prejudice and discrimination and shape a world where mental illness is central to our healthcare system - a world where Mental Health is Health.

To learn more about CAMH, please visit their website at: www.camh.ca.

As part of the Child, Youth & Emerging Adult Program (CYEAP), Child, Youth and Family Services (CYFS) provides care and treatment to children and youth between the ages of 6 and 24. Clients and their families served by CYFS are offered specialized services and customized care across an inpatient, day treatment, and outpatient continuum of care. These services are closely aligned with our Research Centres including the McCain Centre for Child, Youth and Family Mental Health and the Cundill Centre for Child and Youth Depression.

Position Overview

We are currently seeking a full-time, permanent Department Secretary. Reporting to the Administrative Supervisor and Senior Manager, the successful candidate will work collaboratively with the clinical team in various services within the Child, Youth & Family Service to provide administrative support where needed and ensure the smooth and effective operation of the service. This position requires a considerable degree of client contact, both in person and on the telephone as well as exercising the utmost discretion in maintaining confidentiality.

Key Responsibilities

1. Triage incoming telephone inquiries from clients, families, and community agencies/physicians.
2. Book client appointments and prepare documents.
3. Manage daily clinical service schedules and referrals.
4. Coordinate staffing on a busy inpatient unit.
5. Liaise with health records and perform clerical duties such as faxing, photocopying, filing, and document preparation.
6. Conduct I-CARE Scheduler and Power Chart data entry and register clients, ensuring data accuracy.
7. Prepare and manage clinical charts and order medical and administrative supplies.
8. Support a healthy workplace that embraces diversity and complies with all applicable regulatory requirements.
9. Perform other related duties as needed and work flexible hours.

Minimum Qualifications

The successful candidate will possess a one-year Community College diploma in Office Administration or a related discipline, plus two (2) years secretarial/administrative experience. A diploma in medical administration is considered an asset. You will have sound analytical, problem-solving skills and also possess strong administrative skills, including the ability to maintain accurate records, familiarity with accounts payable/receivable, and general office management. You must be proficient with web-based databases and programs, Microsoft Office applications such as Word, Excel, PowerPoint, and the Internet. Familiarity with Cerner software systems, OHIP billing as well as electronic patient charting is essential. You must demonstrate sound judgment and the ability to interpret and apply policies and procedures. You will be able to work collaboratively within a fast-paced and dynamic team environment. Experience with database management would be considered a further asset, as would experience in client services. Superior written and verbal communication, interpersonal and organizational skills to deliver exceptional patient care, is also necessary. Understanding of medical and pharmaceutical terminology is an asset. As the successful candidate, you must have experience dealing with clients/staff/external agencies from diverse cultural and ethnic backgrounds, and demonstrate high levels of interpersonal skill and diplomacy. Bilingualism (French/English) and/or proficiency in another language would be an asset.

All applicants offered and accepting employment must complete a Vulnerable Sector Police Records Check. The offer of employment will be conditional upon receipt of the satisfactory Vulnerable Sector Police Records Check.