Secretary 3

Position Overview

The incumbent is responsible for the effective efficient provision of secretarial support to the Mental Health Program.

Duties include:

• Providing secretarial services to a Medical Director(s) Psychiatrists and other associated multi-disciplinary staff.
• Transcribing typing or inputting a variety of correspondence reports assessments patient histories research proposals workshop material etc.
• Providing telephone and reception duties including scheduling patient appointments taking and relaying messages greeting and directing visitors and patients answering general inquiries.
• Distributing referrals to the appropriate inpatient and outpatient treatment teams.
• Controlling sample medication distributed to the residents nurses and psychiatrists for patient use.
• Assisting in research grants and the service of appropriate integration of clinical teaching programs.
• Attending various meetings taking typing and distributing minutes.
• Scheduling meetings and appointments.
• Providing back-up secretarial services to other Mental Health Program secretaries.

Experience

• Two years previous related experience required preferably in a mental health setting.

Education (Degree/Diploma/Certificate)

• Complete high school education Manitoba standards required.
• Successful completion of a recognized secretarial training program required.
• A combination of education and experience may be considered.

Qualifications and Skills

• Typing 50 wpm Dictaphone and medical terminology (pass mark 75%) required.
• Demonstrated proficiency in the use of Microsoft Office (Word Access Excel PowerPoint and Outlook) required.
• Must be able to independently maintain an office and demonstrate independent decision making and judgement pertaining to administrative tasks required.
• Must be well organized and able to establish priorities to meet deadlines.
• Excellent communication and interpersonal skills required.

Physical Requirements

• Due to the nature of the work in the department the incumbent must be able to deal with difficult situations that may arise when in contact with patients and/or the public.
• Position involves unpredictable interruptions from other multidisciplinary service areas that often involve short-term deadlines.