Job Description
Position Information
Posting Number:
ROM25-13+E
Title:
Secretary III (RFT 1.0 FTE Bilingual)
Position Status:
Regular Full-time
FTE:
1.0
Job Schedule:
Days
Department:
Community Mental Health
Union:
CUPE Local +42
Site:
Community Mental Health - Carlingwood & Satellite Offices
About The Royal
As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education.
Duties:
Provide administrative and secretarial support to the community mental health program teams. Tasks may include 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, making travel arrangements, and general reception duties including telephone reception. Specific duties include:
Provide administrative support to the Program Director and Clinical Director of CMHP
Provide secretarial support to clinical staff of the programs including processing of new client information, ordering clinical records, booking patients, billing, and scheduling physician appointments
Process biweekly payroll cards for program staff including maintaining appropriate supportive documentation.
Prepare necessary paperwork (i.e. PAFs, requisitions) to support staffing and personnel functions for selected program staff.
Co-ordinate and assist in arranging for relief for secretarial positions in the Program.
Audit payroll, sick leave, vacation and labour distribution reports and report variances to the Manager; review and adjust year end vacation and sick leave balances.
Generates physician billing including submissions and reconciliation
Assist in preparation of program budget.
Order and receive material supplies including completion of paperwork.
Preparation of accounts reimbursement and funds request forms.
Main contact for centralized room booking for the Program.
Main liaison with departments from main campus managing and tracking work orders
Participate in Hospital and Program committees.
Using CRMS, Meditech & other data bases to prepare statistical reports as required for Ministry.
Ensure effective communication throughout the program by distributing information appropriately.
Maintain up to date knowledge of the mandate of the team, and respond to clients and public enquiries.
Work in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of The Royal.
Ensure a work environment that is conducive to The Royal Harassment-Free Workplace policy.
Other duties as assigned.
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).
Typing speed of 40 words per minute in English with high accuracy.
Proficiency with latest versions of Windows; Microsoft Word & Excel, Internet Explorer, Outlook, Meditech EHR and standard office equipment (fax, photocopier etc.)
Excellent time management skills with the ability to prioritize and meet deadlines.
Knowledge of medical terminology.
Excellent organizational and problem solving skills.
Excellent communication skills and customer relation skills.
High level of initiative, judgement, and adaptability
Ability to work independently, prioritize work and meet deadlines.
Commitment to continuous learning and quality improvement.
Proficient in patient registration/booking system.
Valid G driver’s license and access to a reliable vehicle for day to day operations.
An understanding of basic financial and mathematical concepts.
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 comprehension and written expression. French level A- is mandatory in oral expression and oral comprehension.
Salary Range:
31.+0 to 34.65 per hour
Additional Information
All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
The Royal is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the recruitment process.
Posting Number:
ROM25-13+E
Title:
Secretary III (RFT 1.0 FTE Bilingual)
Position Status:
Regular Full-time
FTE:
1.0
Job Schedule:
Days
Department:
Community Mental Health
Union:
CUPE Local +42
Site:
Community Mental Health - Carlingwood & Satellite Offices
About The Royal
As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education.
Duties:
Provide administrative and secretarial support to the community mental health program teams. Tasks may include 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, making travel arrangements, and general reception duties including telephone reception. Specific duties include:
Provide administrative support to the Program Director and Clinical Director of CMHP
Provide secretarial support to clinical staff of the programs including processing of new client information, ordering clinical records, booking patients, billing, and scheduling physician appointments
Process biweekly payroll cards for program staff including maintaining appropriate supportive documentation.
Prepare necessary paperwork (i.e. PAFs, requisitions) to support staffing and personnel functions for selected program staff.
Co-ordinate and assist in arranging for relief for secretarial positions in the Program.
Audit payroll, sick leave, vacation and labour distribution reports and report variances to the Manager; review and adjust year end vacation and sick leave balances.
Generates physician billing including submissions and reconciliation
Assist in preparation of program budget.
Order and receive material supplies including completion of paperwork.
Preparation of accounts reimbursement and funds request forms.
Main contact for centralized room booking for the Program.
Main liaison with departments from main campus managing and tracking work orders
Participate in Hospital and Program committees.
Using CRMS, Meditech & other data bases to prepare statistical reports as required for Ministry.
Ensure effective communication throughout the program by distributing information appropriately.
Maintain up to date knowledge of the mandate of the team, and respond to clients and public enquiries.
Work in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of The Royal.
Ensure a work environment that is conducive to The Royal Harassment-Free Workplace policy.
Other duties as assigned.
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).
Typing speed of 40 words per minute in English with high accuracy.
Proficiency with latest versions of Windows; Microsoft Word & Excel, Internet Explorer, Outlook, Meditech EHR and standard office equipment (fax, photocopier etc.)
Excellent time management skills with the ability to prioritize and meet deadlines.
Knowledge of medical terminology.
Excellent organizational and problem solving skills.
Excellent communication skills and customer relation skills.
High level of initiative, judgement, and adaptability
Ability to work independently, prioritize work and meet deadlines.
Commitment to continuous learning and quality improvement.
Proficient in patient registration/booking system.
Valid G driver’s license and access to a reliable vehicle for day to day operations.
An understanding of basic financial and mathematical concepts.
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 comprehension and written expression. French level A- is mandatory in oral expression and oral comprehension.
Salary Range:
31.+0 to 34.65 per hour
Additional Information
All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
The Royal is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the recruitment process.
💡 Quick Summary
Seeking a career-building opportunity? The Secretary III (RFT 1.0 FTE Bilingual) position is now open for candidates interested in the Health Jobs sector. This role in Ottawa offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Health Jobs is a plus.
