Secretary III (Casual 0.0 FTE)

The Royal Mental Health Centre; Ottawa; On-site; CAD 40,000 - 55,000; Part time

Job summary

The Royal Mental Health Centre is seeking a Casual Secretary to support a team of clinicians in a busy healthcare environment. This role involves scheduling, administrative tasks, and direct communication with patients. Ideal candidates will possess relevant experience in medical settings, exceptional organizational skills, and will work in an inclusive, supportive atmosphere during core business hours.

Qualifications

• Minimum two years of full-time secretarial or clerical experience in a medical setting.
• Typing speed of at least 40 words per minute.
• Proficient in English, bilingual in French is an asset.

Responsibilities

• Provide administrative and secretarial support to clinicians.
• Schedule appointments and manage room bookings.
• Transcribe clinical reports and maintain procedures.

Skills

Communication

Organizational

Problem Solving

Customer Service

Time Management

Teamwork

Education

Completion of OSSD or equivalent

Office Administration certification/diploma

Tools

Microsoft Word

Microsoft Excel

Meditech

Job description

The Royal is currently hiring for our Casual Secretary pool. This position is on an on-call/casual basis, where the Casual Secretary will be called in to replace regular part-time or full-time staff. Our Casual Secretary needs are weekdays Monday to Friday during core business hours from 8:00 AM to 4:00 PM.

Duties:

• Provide administrative and secretarial support to a team of clinicians.
• Schedule appointments using electronic scheduling systems.
• Answer and redirect calls or inquiries as part of reception services.
• Receive visit check-ins and registrations.
• Perform general office duties such as filing, photocopying, faxing, and ordering supplies.
• Utilize network technology efficiently, including electronic file management, email, and data entry.
• Transcribe handwritten or dictated clinical reports, letters, etc.
• Create and maintain procedures to support service activities like statistics tracking and consultations.
• Prepare paperwork such as PAFs and requisitions for staffing and personnel functions.
• Coordinate relief for secretarial positions and provide backup for other Program secretaries as needed.
• Order and receive supplies, completing necessary paperwork.
• Prepare accounts reimbursement and funds request forms.
• Organize special events and activities, including video and teleconferencing.
• Manage room bookings through the centralized system.
• Support hospital and program committees, including minute-taking and preparation.
• Distribute information to ensure effective communication within the program.
• Maintain up-to-date knowledge of programs and respond to client and public inquiries.
• Work in accordance with safety policies and promote an anti-racism, discrimination, and harassment-free environment.
• Perform other duties as assigned.

Qualifications:

• Completion of OSSD or equivalent.
• Office Administration or equivalent certification/diploma, or relevant education, training, and experience (minimum two years of full-time secretarial or clerical experience in a medical setting).
• Typing speed of at least 40 words per minute.
• Excellent communication, organizational, problem-solving, and customer service skills, with the ability to relate to individuals with mental illness.
• Strong time management skills, with the ability to prioritize and meet deadlines.
• High level of initiative, judgment, and adaptability.
• Commitment to continuous learning and quality improvement.
• Proactive in task planning.
• Mature, professional demeanor with solid interpersonal skills.
• Ability to handle interruptions and manage competing priorities.
• Teamwork and cooperation skills.
• Proficiency with Windows, Microsoft Word & Excel, Internet Explorer, Outlook, Meditech, and standard office equipment.
• English language proficiency at level A (mandatory); bilingual (French and English) is an asset.