(TEMPORARY FULL-TIME)SECRETARY - OUTPATIENT CENTRALIZED SCHEDULING (OSRT)

Ontario Shores Centre for Mental Health Sciences; Loughrea Municipal District (2014-2019); On-site; EUR 26,000 - 35,000; Full time

Job summary

Ontario Shores Centre for Mental Health Sciences is seeking a skilled Secretary to join our Outpatient Scheduling and Resource Team (OSRT) and AccessMHA Referral Management Team (RMT). These teams work together to provide exceptional customer service within Ontario Shores' outpatient clinics and regionally through AccessMHA.

In this role, you will deliver essential secretarial services, support administrative and referral management functions, and cover multiple teams as needed, including

Qualifications

• Post-secondary diploma in Administration and/or Secretary Diploma.
• Proficiency in Microsoft Office Suite and Meditech 6.0 Modules (Community Wide Scheduling, Ambulatory Office, MPI).
• Familiarity with intranet systems and office procedures.
• Strong organizational abilities with acute attention to detail and follow-through.

Responsibilities

• Greeting and registering clients with professionalism and care.
• Provide scheduling support for clients and clinicians across outpatient programs.
• Manage supplies to ensure seamless clinic operations and book appointments from waitlists.
• Maintain multiple calendars and compile statistical information; manage attendance records for payroll submissions.

Skills

Advanced computer skills

Microsoft Office Suite

Meditech 6.0 knowledge

Intranet systems

Strong organizational skills

Time management

Communication skills

Teamwork

Empathy and professionalism

Problem-solving

Confidentiality

Education

Post-secondary diploma in Administration and/or Secretary Diploma

Tools

Meditech 6.0 Modules

Microsoft Office

Job description

Job Category: Administrative/Clerical

Requisition Number: TEMPO003875

• Posted : October 15, 2026
• Full-Time

Locations

Showing 1 location

Whitby, ON L1N5S9, CAN

Description

JOB DESCRIPTION

Ontario Shores Centre for Mental Health Sciences is seeking a skilled and dedicated Secretary to join our Outpatient Scheduling and Resource Team (OSRT) and AccessMHA Referral Management Team (RMT). These teams work collaboratively, combining patient-facing and non-patient-facing roles to provide exceptional customer service within Ontario Shores' outpatient clinics and at the regional level through AccessMHA.

In this role, you will provide a variety of essential secretarial services to support our outpatient programs hospital wide. You will also support administrative and referral management functions for AccessMHA.

Key responsibilities include: Greeting and Registering clients with professionalism and care, confirming demographics at point of contact, provide scheduling support for clients and clinicians alike, managing supplies to ensure seamless clinic operations, coordinating and booking appointments from waitlists, recurring as well as group sessions, managing waitlists and responding to telephone inquiries promptly and professionally, maintaining multiple calendars and compiling statistical information, accurately managing attendance records for payroll submissions, maintaining and updating databases. Provide coverage across the Outpatient Scheduling and Resource Team and AccessMHA Referral Management Team as needed.

Please Note:All secretaries in the Outpatient Scheduling and Resource team, must have the ability to work in all outpatient programs using this service, including off-site locations

REQUIREMENTS:

• Post-secondary diploma in Administration and/or Secretary Diploma
• Advanced computer skills, including proficiency in Microsoft Office Suite and operational knowledge of Meditech 6.0 Modules (Community Wide Scheduling, Ambulatory Office, and MPI).
• Familiarity with intranet systems and office procedures.
• Strong organizational abilities with acute attention to detail and follow-through.
• Exceptional time management, prioritization, and analytical skills.
• Proven ability to manage competing priorities, meet deadlines, and excel in a fast-paced environment.
• Exceptional interpersonal, verbal, and written communication skills.
• Strong focus on teamwork, collaboration, and constructive feedback.
• Empathy, professionalism, and adaptability when interacting with diverse individuals.
• Proven judgment, decision-making, and effective problem-solving skills.
• Resourcefulness and the ability to juggle multiple responsibilities effectively.
• Strong de-escalation and conflict resolution skills, including maintaining composure in challenging situations.
• A positive, solution-focused mindset with the ability to work both independently and collaboratively in a team environment.
• Strong work ethic, professionalism, and commitment to maintaining confidentiality.
• Physical capability to meet the demands of the position.
• A strong commitment to maintaining good attendance.

PREFERRED COMPETENCIES:

• Knowledge of waitlist management and intake procedures in an outpatient mental health setting.
• Background in a mental health environment.
• Previous experience providing direct patient interaction in a clinical setting.
• 2-4 years of secretarial experience in a hospital setting.
• Proven experience in managing schedules and maintaining attendance records across diverse settings.

  Knowledge of mental health and privacy legislation is considered an asset.

  Ontario Shores is dedicated to fostering equitable employment opportunities and encourages applications from all qualified individuals. We are committed to supporting candidates requiring accommodations and invite you to inform us of any needs during the recruitment process.

  We welcome applicants who embrace respect and are dedicated to collaboratively cultivating an inclusive environment where everyone feels a sense of belonging. We particularly encourage applications from individuals who have encountered historical or current barriers to equity.

  Job Posting Closing: October 29th 2026 at midnight. Please note any job applications after the closing date will not be considered.