POSITION SUMMARY

This position provides administrative and secretarial support and coverage to the departments and programs within the Director’s portfolio including registration, scheduling, statistical reporting and day to day operations and interactions with patients, staff and public. The incumbent ensures all related duties and responsibilities adhere to the policies and procedures of SJHH. This position also has responsibility for providing support as required to the Professional Advisory Committee.

QUALIFICATIONS

• Minimum Grade 12 diploma or equivalent with a 2-year diploma in health services and/or office administration
• Medical terminology certificate
• 2-year experience working in or supporting a therapeutics department in a hospital setting (Audiology, Occupational Therapy, Physiotherapy, Social Work, Speech-Language Pathology) and an inpatient clinical program
• Intermediate skill level in a variety of computer applications and equipment: MSWord, Excel, Access, PowerPoint
• Accurate keyboarding skills of 55wpm, advanced level with excellent transcription skills
• Clerical testing may be required as part of the selection process
• Experience with electronic patient scheduling, staff scheduling and registration
• Ability to communicate effectively and tactfully, both in person and by telephone
• Maintain excellent interpersonal relationships while handling multiple tasks, conflicting priorities and frequent interruptions
• Good organizational and problem-solving skills, with ability to set own priorities and work with minimal supervision
• Basic accounting skills
• Working knowledge of relevant legislation and collective agreements (ONA, OPSEU and CUPE)
• Managing competing priorities and meeting deadlines
• Ability to shift priorities and prioritize co-ordination as needed based on the different area that requires support while meeting deadlines

• Provides administrative support by handling reception duties, incoming mail, phone calls, faxes, emails, typing and filing
• Coordinates scheduling of patients and staff (with latter signed off by the Manager) using appropriate hospital programs and manual systems that exist. Initiates appropriate reminder calls and following up on cancelled and missed appointments for patients, and follow-up calls to staff
• Registers patients upon arrival verifying pertinent patient details and following all standards prescribed by admission, discharge and transfer (ADT)
• Processes telephone and written patient referrals, obtaining necessary intake information and updating waiting lists accordingly
• Maintains accurate files of clinical records, ensuring discharged patient health records are transferred to Health Records as per established guidelines and reports are forwarded to appropriate parties
• Assists with supply and inventory maintenance
• Completes statistical reporting including ALC data entry
• Schedules and attends meeting, distributes agendas and takes and distributes minutes
• Initiates and responds to inquiries and completes correspondence and reports for the Professional Advisory Committee
• Performs other duties as assigned by the Director or her delegate (i.e. Manager within the Portfolio)