Administrative Secretary (Surgical Inpatient)

at  Health Sciences North

ADMINISTRATIVE SECRETARY (SURGICAL INPATIENT)

Competition #
7386
Job Title
Administrative Secretary (Surgical Inpatient)
Department
Surgical Inpatient Unit
Status
Temporary (Feb 2025 to Jul 2025)
Work Type
Full-time
Affiliation
Non Union
Shift Assignment
Days
Bilingualism Required
No
Police Check Requirement
N/A
Site
RLHC-Non Union Non Managment
Salary Information
$29.77 to $35.03
Application Closing Date
February 5, 2025

EDUCATION AND TRAINING:

• Minimum of a one (1) year Diploma in Office or Business Administration, from an accredited college.
• Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:

• Minimum of two (2) years’ experience working as an Administrative Secretary within the last five (5) years, preferably in a health care environment.

KNOWLEDGE/SKILLS/ABILITIES:

• Minimum typing speed of 50 words per minute.
• Demonstrated proficiency in taking and transcribing minutes.
• Demonstrated knowledge of Medical Terminology.
• Demonstrated excellent judgment and proven analytical skills.
• Demonstrated training, experience or utilization of lean methodology for process improvement.
• Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
• Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
• Demonstrated superior interpersonal and communication skills, both written and verbal.
• Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
• Demonstrated discretion and maturity when handling confidential information.
• Demonstrated commitment to the safety of co-workers and patients.

• Prepare and organize a variety of documents and correspondence in an accurate and professional format.
• Coordinate meetings, prepare agendas, ensure appropriate follow-up, book meeting rooms, and coordinate catering requirements.
• Answer telephone and electronic inquiries, and relay telephone calls and messages.
• Record minutes of meetings and ensure proper follow-up of assigned action items.
• Conduct research, complete audits, compile data for monthly/annual statistical reporting, and update metrics.
• Set-up and maintain manual and computerized information filing systems.
• Schedule and confirm appointments and meetings.
• Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations.
• Determine and establish office procedures, order office supplies, and maintain inventory.
• Process bi-weekly payroll data including amendments.
• Prepare unit schedules for all staff according to requirements within the collective agreements.
• Assist with rearranging unit schedules to accommodate vacancies and sick calls.
• Assist new staff with completing orientation/on-boarding documentation.
• Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.
• Prepare a variety of confidential labour relations and related documents (e.g. discipline letters, grievance response/preparation, etc.).
• Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
• Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
• Educate and promote health, safety and wellness in the work place.
• Represent the department or program on various committees and in meetings as required.
• Perform other duties as required.