Secretary 2 PT - Gastroenterology

Kingston Health Sciences Centre; Kingston; Hybrid; CAD 37,000 - 41,000; Part time

Job summary

Kingston Health Sciences Centre is seeking a part-time Secretary 2 for Gastroenterology to provide patient-centered secretarial support in a fast-paced clinic. You will handle calls, bookings, and confidential records with minimal supervision.

The role requires a two-year health services diploma or equivalent experience, strong typing skills, and familiarity with medical terminology. Excellent teamwork and discretion are essential in this hospital setting.

Qualifications

• Two years of Office Administration Health Services diploma or equivalent education and experience.
• Two years recent experience in an administrative support position in a clinical or health care setting.
• Ability to type at least 40 words per minute (will be tested).
• Experience in an ambulatory care environment.

Responsibilities

• Assist Liver & IBD GFT Secretaries with liver, IBD and general GI patient calls and appointment bookings.
• Arrange new and repeat patient clinic appointment bookings.
• Telephone reception, filing, mail distribution, photocopying, shredding, and preparation of correspondence.
• Cover for the Secretary 2 when absent.
• Enter patient information from HRFs into Axcess Rx System.
• Support Division of Gastroenterology staff during vacations or illnesses.
• Call and remind new patients of upcoming GI clinic appointments.
• Prepare and mail no-show letters for appointments.
• Mail clinic appointments and remind telemedicine patients.
• Handle general inquiries within known authority.

Skills

Typing 40 wpm

Microsoft Office

Interpersonal skills

Communication

Confidentiality

Teamwork

Organizational skills

Medical terminology

Education

Office Administration Health Services diploma

Equivalent education and experience

Tools

Axcess Rx System

Videoconferencing scheduling tools

Job description

Career Opportunities: Secretary 2 PT - Gastroenterology (103480)

Hours of Work: Temporary Part-Time Position (approximately 12 months); Days; 0800-1600, 0830-1630

Pay Band: BAND C $26.62-$29.49

Union: CUPE

Please note, this posting identifies the current shifts that apply to the position control number. However, this does not guarantee the permanence of the shift time or work assignment for the position. The Hospital reserves its Management Rights under the CUPE Collective Agreement to make changes to shift time and work assignment as it deems necessary.

DESCRIPTION:

The Secretary 2 provides services in a manner consistent with Kingston Health Sciences Centre’s (Hotel Dieu Hospital site) Mission, Vision and Values and that reflect the core values of Patient and Family Centred Care (dignity, respect, information sharing, participation and collaboration).

The Secretary 2 provides secretarial and clerical support working with a minimal amount of supervision, maintaining accurate records and absolute confidentiality in a patient care environment. This includes patient-centered problem-solving and excellent client service for patients and their families.

DUTIES INCLUDE

• Assist Liver & IBD GFT Secretaries with liver, IBD & general GI patient calls and appointment bookings


• Arrange new and repeat patient clinic appointment bookings.


• Telephone reception, filing, mail distribution, photocopying, shredding, preparation of correspondence


• Cover for the Secretary 2’s when they are away on vacation or sick time


• Enter and check patient information from HRF’s into Axcess Rx System


• Assist secretaries working with the Division of Gastroenterology and with coverage for them when they are on holiday or ill


• Call and remind new patients of their upcoming GI clinic appointments


• Prepare and mail out no show letters for new and repeat patient clinic appointments


• Mail out clinic appointments and call telemedicine patients with appointment reminders


• Handles general inquiries and instructions within known authority

BASIC QUALIFICATIONS:

• 2 years Office Administration Health Services diploma or equivalent education and experience.


• 2 years recent experience in an administrative support position in a clinical or health care setting


• Ability to type at a minimum 40 w.p.m. (will be tested)


• Experience in an ambulatory care environment


• Knowledge of medical terminology (will be tested)


• Skilled in the use of current office technology – Microsoft Office: Word, Excel, Access, Outlook (will be tested)


• Familiarity with videoconferencing appointment scheduling and equipment.


• Experience with data management and analysis in a hospital environment


• Demonstrated interpersonal and organizational skills


• Ability to communicate effectively, courteously and tactfully with a variety of people


• Ability to function independently as well as in multidisciplinary team setting


• Ability to handle confidential matters


• Ability to work quickly and accurately under pressure


• Self-reliant, ability to function independently as well as in an interprofessional team, established priorities and interact effectively with others


• Satisfactory criminal record check with vulnerable sector search.

PHYSICAL REQUIREMENTS:

The applicant must meet the physical demands of this position.

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.

Unless specifically stated, all job postings are for existing positions at KHSC. KHSCis committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.
Kingston Health Sciences Centre may use artificial intelligence systems to assess and screen applicants. All hiring decisions are made in accordance with KHSC policies and applicable employment legislation.

We thank all applicants, but only those selected for next steps will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.