Department Secretary - Concurrent Outpatient Medical Psychosocial Addiction Support Service

Ocean State Job Lot; Old Toronto; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated Department Secretary to join their dynamic team. This full-time position involves providing essential administrative support within a medical office environment, ensuring smooth operations, and maintaining confidentiality. The ideal candidate will possess strong organizational and communication skills, along with a background in office administration. You will play a vital role in managing schedules, triaging inquiries, and facilitating effective communication within the clinical team. This is a fantastic opportunity to contribute to a workplace that values diversity and teamwork while supporting the important work of mental health services.

Qualifications

• 2+ years of secretarial/administrative experience required.
• Proficiency in Microsoft Office and web-based databases is essential.

Responsibilities

• Provide administrative support and manage daily clinical service schedules.
• Handle client inquiries and manage appointment bookings.

Skills

Analytical Skills

Problem-Solving Skills

Administrative Skills

Communication Skills

Interpersonal Skills

Organizational Skills

Judgment

Bilingualism (French/English)

Education

Community College diploma in Office Administration

Diploma in Medical Administration

Tools

Microsoft Office (Word, Excel, PowerPoint)

Web-based databases

REDCap

Job description

The Centre for Addiction and Mental Health (CAMH) is seeking a full-time, permanent (1.0 FTE) Department Secretary experienced in the area of medical office management to work within COMPASS. Reporting to the Manager, the successful candidates will work collaboratively with the clinical team to provide administrative support and ensure the smooth and effective operation of the service. This position requires a considerable degree of patient/client contact, both in person and over the telephone as well as exercising the utmost discretion in maintaining confidentiality.

Your accountabilities will include:

1. Reception desk coverage
2. Triaging incoming telephone inquiries from clients, families, and community agencies/physicians
3. Booking client appointments
4. Document preparation, faxing, and inter-service correspondence
5. Organization and management of daily clinical service schedules
6. Data entry for registering and discharging clients as well as daily input of client visits
7. Preparing and managing clinical charts, filing and photocopying clinical documents, and ordering medical and administrative supplies
8. Scheduling of meetings, preparation of agendas, taking of meeting minutes, and entry of other clerical data
9. Managing wait-times and other duties as assigned to contribute towards the general functioning of administrative work on the third floor of the Bell Gateway Building

You will support a workplace that embraces diversity, encourages teamwork, and complies with all applicable regulatory and legislative requirements. The position is Monday to Friday, with potential evening work. This position is located at 100 Stokes Street.

The successful candidate will possess:

1. A one-year Community College diploma in Office Administration or a related discipline, plus 2 years of secretarial/administrative experience (a diploma in medical administration is considered an asset)
2. Sound analytical and problem-solving skills
3. Strong administrative skills, including the ability to maintain accurate records, familiarity with accounts payable/receivable, and general office management
4. Proficiency with web-based databases and programs, Microsoft Office applications (Word, Excel, PowerPoint), and the Internet
5. Familiarity with I-CARE, use of Message Centre, and electronic patient charting
6. Sound judgment and the ability to interpret and apply policies and procedures
7. Ability to work collaboratively within a fast-paced and dynamic team environment
8. Experience with REDcap or other database management and statistical programs (considered an asset)
9. Superior written and verbal communication, interpersonal, and organizational skills
10. Understanding of medical and pharmaceutical terminology (considered an asset)
11. Experience dealing with clients/staff/external agencies from diverse cultural and ethnic backgrounds
12. High levels of interpersonal skill and diplomacy
13. Bilingualism (French/English) and/or proficiency in another language (considered an asset)

CAMH is a Tobacco-Free Organization.

CAMH is fully affiliated with the University of Toronto and is a teaching hospital and research institute. As a CAMH employee, you will be expected to actively support CAMH’s teaching and research activities, in addition to supporting the clinical work of the hospital.

At CAMH, we strive to be an equitable and inclusive employer. Our commitment to equity is grounded in an institution-wide commitment to achieving a working, teaching, and learning environment that is free of discrimination and harassment.

CAMH actively seeks candidates from First Nations, Métis and Inuit, racialized and LGBTQ2S+ communities, women, and people with disabilities (including people who have experienced mental health and substance use challenges). We encourage people from all backgrounds to apply to our positions. We thank all applicants for their interest; however, only those selected for an interview will be contacted. Please inform us if you require accommodations during the interview process.

CAMH is committed to creating an equitable and inclusive workplace that is free from any form of discrimination and harassment. We actively encourage individuals from equity-deserving communities to apply for our available positions. If you require any accommodations during the interview process, please inform us. If you believe you need a reasonable accommodation to search for a job opening or to apply for a position, please contact us by emailing [e-mail] or calling 416 535 8501 x 32400. Please note that we will not respond to any calls or emails related to employment inquiries.