ROM11-102
Notice of union position vacant – CUPE. Applicants who are not in the bargaining unit will only be considered after bargaining unit applicants.
Date Posted: July 19, 2011
Position: Secretary III
Regular Full-Time (1.0 FTE)
Program: Community Mental Health Program
Location: 320 Catherine Street
Duties:
- Provide administrative and secretarial support to Community Mental Health program Clinical Director, Director and Manager of Patient Care Services. Duties include but are not limited to scheduling appointments, arranging and co-ordinating meetings involving internal staff as well as those from external agencies, preparing background material for meetings, organizing and maintaining an effective filing and office management system, taking and distributing minutes at meetings. Organize and track Community Mental Health Program data including statistical reports to LHIN, Common Data Set Submission and program outcome measure and program performance metrics. Set-up and maintain methods to distribute information to community teams (eg creation maintenance of shared program file, email updates and presentations). Specific duties include:
- Prepare necessary paperwork (eg PAFs, requisitions) to support staffing and personnel functions for selected program staff. Track staff leave of absences within the CMHP.
- Co-ordinate and assist in arranging for relief for secretarial positions in Program.
- Audit payroll, sick leave, vacation and labour distribution reports and report variances to the Manager and Director; review and adjust year end vacation and sick leave balances.
- Enter program data into CRMS and SPSS
- Organize program statistical data (SPSS, CRMS, CDS etc.) into statistical reports for reporting purposes.
- Ensure team databases are maintained and up to date with most accurate information
- Organize and distribute program and team statistics to Community Mental Health Program staff
- Provide support and assistance for projects going on within the program (eg Accreditation)
- Preparation of accounts reimbursement and funds request forms.
- Main contact for centralized room booking for the Program.
- Participate in Hospital and Program committees.
- Ensure effective communication throughout the program by distributing information appropriately.
- To work in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of the ROHCG
- To ensure a work environment that is conducive to the ROHCG Respectful Workplace policy
Qualifications:
- Completion of OSSD or equivalent.
- Office Administration or equivalent College certification and/or diploma OR relevant combination of education, training and experience (minimum experience two years full-time secretarial or clerical experience in a medical environment).
- Minimum of three years secretarial experience is required.
- Experience using SPSS, data and file management abilities
- Ability to compile ministry reports using CRMS
- Typing speed of 45 words per minute in English with high accuracy.
- Excellent organizational and problem solving skills.
- Excellent communication skills and customer relation skills.
- High level of initiative and judgement.
- Ability to work independently, prioritize work and meet deadlines.
- High level of adaptability.
- Commitment to continuous learning and quality improvement.
- A high level of proficiency and experience in standard office software applications including word processing, spreadsheets, office suites with demonstrated ability to learn new software applications.
- Ability to put together power point presentations.
- An understanding of basic financial and mathematical concepts.
- Proficient in the use of automated office equipment including fax, photocopiers, and voice mail.
- Must be able to work with multiple interruptions.
- Ability to function as a member of a team and work co-operatively with other team members.
- English level A is mandatory in oral expression, comprehension, reading and writing. Bilingualism (French and English) is considered an asset.
Salary Range: $24.39 to $26.51 hourly
Date Required: ASAP
Please apply in writing to the Human Resources department, quoting the above competition number on or before July 25, 2011.
Current resumes required. Candidates will be advised of their status in this competition by referring to the “SUCCESSFUL CANDIDATE” listing posted on OREO and the Bulletin Board for postings