Secretary 3 Mental Health Program

Position Overview

Provides secretarial services to the Medical Director(s) Psychiatrists and other associated multi-disciplinary staff including:

• Transcribing typing or inputting a variety of correspondence including (but not limited to) medico legal letters reports assessments patient histories research proposals and workshop material.
• Recording and transcribing minutes.
• Maintaining schedules for multiple physicians.
• Acting as a receptionist for the department 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.
• Establishing and maintaining office systems and completing purchase orders utilizing multiple systems and protocols.

Experience

• Two years directly related experience required preferably in a health care setting.
• Experience with coordinating organizing and scheduling meetings in Microsoft Outlook with multiple stakeholders is required.
• Experience in transcribing and distributing meeting minutes.
• Experience working in a University environment with knowledge of University policies and procedures in reference to grants and external funding agencies would be considered an asset.
• Related experience with timekeeping and purchasing would be considered an asset.

Education (Degree/Diploma/Certificate)

• Complete high school education Manitoba standards required.
• Successful completion of a formal post-secondary administrative assistant program required.
• A combination of education and experience may be considered.

Certification/Licensure/Registration

Not Applicable

Qualifications and Skills

• Medical Terminology (75% pass mark).
• Keyboarding speed of 50wpm required.
• Knowledge of personal computers and proficiency in Microsoft Office including Excel Word PowerPoint and Outlook required.
• Knowledge of SAP and EPR are preferred.
• May be required to learn and use department specific software and technology.
• Excellent oral and written communication and interpersonal skills.
• The ability to communicate with all levels of hospital/university personnel as well as various outside agencies and institutions.
• The incumbent must be able to demonstrate good judgement initiative and diplomacy and have the ability to coordinate workflow and develop efficiencies.
• Excellent planning organizational project and time management skills are required.
• Demonstrated ability to work independently with limited guidance and supervision.

Physical Requirements

• Recognized ability to adapt to change.
• 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 the patients and/or public.
• Flexibility to attend meetings/events outside regular business working hours.
• Good manual dexterity.
• Ability to cope with frequent interruptions and function in a stressful environment.
• Frequent contact with patients staff and public.