Department Secretary - Child, Youth and Family Services

at  Centre for Addiction and Mental Health

Job Description
As part of the Child, Youth & Emerging Adult Program (CYEAP), Child, Youth and Family Services (CYFS) provides care and treatment to children and youth between the ages of 6 and 24. Clients and their families served by CYFS are offered specialized services and customized care across an inpatient, day treatment, and outpatient continuum of care. These services are closely aligned with our Research Centres including the McCain Centre for Child, Youth and Family Mental Health and the Cundill Centre for Child and Youth Depression.
We are currently seeking a full-time, permanent Department Secretary. Reporting to the Administrative Supervisor and Senior Manager, the successful candidate will work collaboratively with the clinical team in various services within the Child, Youth & Family Service to provide administrative support where needed and ensure the smooth and effective operation of the service. This position requires a considerable degree of client contact, both in person and on the telephone as well as exercising the utmost discretion in maintaining confidentiality. Your accountabilities will include triaging incoming telephone inquiries from clients, families and community agencies/physicians, booking client appointments, document preparation, inter-service correspondence, organization and management of daily clinical service schedules and managing referrals. You will be responsible for coordinating staffing on a busy inpatient unit, liaising with health records and performing other clerical duties such as faxing, photocopying, filing and document preparation. You will be an integral part of the interprofessional team. You will conduct I-CARE Scheduler and Power Chart data entry and register clients, all while ensuring the accuracy of the data. You will be preparing and managing clinical charts, filing clinical documents, and ordering medical and administrative supplies. You will support a healthy workplace that embraces diversity, encourages teamwork and complies with all applicable regulatory and legislative requirements. You may also be required to perform other related duties as needed and work flexible hours. This position is located at 80 Workman Way.
Job Requirements
The successful candidate will possess a one-year Community College diploma in Office Administration or a related discipline, plus two (2) years secretarial/administrative experience. A diploma in medical administration is considered an asset. You will have sound analytical, problem-solving skills and also possess strong administrative skills, including the ability to maintain accurate records, familiarity with accounts payable/receivable, and general office management. You must be proficient with web-based databases and programs, Microsoft Office applications such as Word, Excel, PowerPoint, and the Internet. Familiarity with Cerner software systems, OHIP billing as well as electronic patient charting is essential. You must demonstrate sound judgment and the ability to interpret and apply policies and procedures. You will be able to work collaboratively within a fast-paced and dynamic team environment. Experience with database management would be considered a further asset, as would experience in client services. Superior written and verbal communication, interpersonal and organizational skills to deliver exceptional patient care, is also necessary. Understanding of medical and pharmaceutical terminology is an asset. As the successful candidate, you must have experience dealing with clients/staff/external agencies from diverse cultural and ethnic backgrounds, and demonstrate high levels of interpersonal skill and diplomacy. Bilingualism (French/English) and/or proficiency in another language would be an asset.
All applicants offered and accepting employment must complete a Vulnerable Sector Police Records Check. The offer of employment will be conditional upon receipt of the satisfactory Vulnerable Sector Police Records Check.

Please refer the Job description for details