Secretary

Health-Sciences-North-; Greater Sudbury; On-site; CAD 38,000 - 54,000; Full time

Job summary

Health Sciences North is seeking an experienced administrative assistant to provide clerical support to the Medical Genetics Program. You will draft reports, manage correspondence, and maintain filing systems while coordinating telemedicine appointments and patient scheduling.

The role requires proficient typing, strong communication, organizational skills, and the ability to handle confidential information with discretion, while collaborating with an interdisciplinary team across hospital sites.

Qualifications

• Minimum 1 year post-secondary certificate or diploma in office/business administration.
• Ministry of Labour Health & Safety Awareness in 4 Steps training certificate required.
• Minimum 1 year recent relevant experience.

Responsibilities

• Provide secretarial services: draft reports, memos, forms and templates; duplicate, fax, scan documents.
• Compile program statistics and type correspondence, reports and letters.
• Maintain filing systems and order office supplies.
• Answer calls, respond to inquiries, and refer callers as needed.
• Schedule patient appointments for all clinical staff.
• Register patients in Meditech Expanse.
• Record and distribute minutes of meetings.
• Participate in education and training on health and safety legislation.
• Assist with improvement initiatives as required.

Skills

Typing 50 wpm

Telemedicine scheduling

Critical thinking

Customer service

Time management

Confidentiality

Multitasking

Interpersonal communication

Team collaboration

Professionalism

Education

Post-Secondary Certificate/Diploma in office or business administration

MS Health & Safety Awareness (4 Steps) certificate

Tools

Meditech Expanse

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

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Provide efficient clerical support to the department while supporting departmental activities.

REPORTING

Under the general direction of the Manager, Medical Genetics Program.

DUTIES

• Provide secretarial services (e.g. drafting/creating reports, memos, forms and templates, duplicating, faxing and scanning).
• Compile program statistics and type correspondence, reports, and letters.
• Maintain filing systems and order office supplies.
• Answer telephone calls, respond to general inquiries, and refer calls to appropriate resources as required.
• Schedule patient appointments for all clinical staff.
• Register patients in Meditech Expanse.
• Receive, open, and distribute departmental mail.
• Record and distribute minutes of meetings.
• Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
• Participate in hospital training as required.
• Assist with improvement initiatives as required.
• Perform other duties as required.

QUALIFICATIONS

EDUCATION AND TRAINING

• Minimum of a one (1) year Post-Secondary Certificate or Diploma in office or business administration from an accredited community college.
• Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE

• Minimum of one (1) year recent relevant experience.

KNOWLEDGE/SKILLS/ABILITIES

• Demonstrated ability to type a minimum of 50 w.p.m.
• Demonstrated ability to book telemedicine appointments through the Ontario Telemedicine Network.
• Demonstrated critical thinking, problem solving, and customer service skills.
• Demonstrated effective time management and organizational skills with the ability to organize and prioritize as required.
• Demonstrated discretion and maturity when handling confidential information.
• Ability to meet deadlines and manage/prioritize multiple tasks simultaneously.
• Demonstrated computer skills with advanced proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and applicable patient information systems (e.g. Meditech Expanse).
• Demonstrated ability to effectively interact and communicate with patients, families, and healthcare workers.
• Demonstrated interpersonal and communication skills.
• Demonstrated ability to prioritize tasks.
• Demonstrated compliance with HSN’s privacy policy.
• Demonstrated commitment to the safety of co-workers and patients.
• Successful criminal reference check is required for vulnerable sector.
• Self-directed and able to work with minimal supervision.
• Demonstrated ability to work effectively as a member of an interdisciplinary team.
• Ability to use tact and discretion in dealing with health care providers and patients.
• Demonstrated commitment to ongoing professional development.
• Demonstrated professionalism in dealing with confidential and sensitive issues.
• Demonstrated positive work record and good attendance record.
• Ability to meet the physical and sensory demands of the job.
• Ability to travel between local sites.

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.