Administrative Secretary 2

POSITION SUMMARY

The Administrative Secretary II provides clerical and administrative support functions for the staff and clients who receive services from the program that they support. The Administrative Secretary II (Mental Health) functions as an integral part of the Health Care Team and performs all duties in accordance with the Mission, Vision, Values, Policies and Procedures of Prairie Mountain Health.

RESPONSIBILITIES : Overview :

1. Provides secretarial support services to a multi-disciplinary team of health care professionals as well as represent the program to outside agencies.

2. Sensitive toward the needs of the client is essential by ensuring clients are received and provided service with courtesy, respect, privacy, and efficiency.

3. Provides clerical support to the program staff and Managers by performing any or all of the following duties :

• Provides reception duties including directing incoming calls / taking messages and responding to in-person clients, families, health professionals and visitors
• Responsible for client appointment scheduling, cancelling, reminders and documentation as per program requirements
• Uses appropriate electronic record programs appropriate for task
• Organizes and maintains filing systems by program requirements
• Ensures incoming and outgoing mail is prepared and distributed for al l program staff and managers as required
• Prepares reports and data and distributes as necessary
• Assists with booking meeting space and preparations, and book equipment needs as required.
• Provides support for meeting minutes : taking, processing and distributing as required.
• Provides Telehealth service support as required
• Maintains and orders specific program forms and offices supplies
• Archives information as per policy
• Provides clerical support for photocopying, collating and distribution of materials
• Processes documents such as minutes, letters, memos, reports, forms and agendas as directed
• Prioritizes and types a high volume of a variety of complex, clinical material from dictated or handwritten material including transcription of health records, primarily clinical assessments and discharge summaries.
• Ensures all communication functions (mail, email, photocopying, faxing, telephone) are performed as required in accordance with PHIA and MH Act legislation.

4. Takes the lead in arranging for equipment ordering and repair as required.

5. Accepts orders, receives, completes and tracks requests made to the program.

6. Maintains inventories and supplies in coordination with Materials Management.

7. Ensures that the program entry area presents in a welcoming, professional organized manner.

8. Provides the necessary database development and data entry support to program.

9. Manages petty cash, billings, process payments, balance and reconcile as required. Prairie Mountain Health 3 of 4 Administrative Assistant March 30, 2023

10. Provides support, assistance with orientation, and backup to other Administrative Secretaries as required.

11. Provides administrative support to other departments as requested.

12. Enters and maintains payroll schedules for program staff and Managers as required.

13. Manages assigned workload ensuring prioritization and organization to meet the demands of the programs and services.

14. Reports urgent matters to appropriate Manager or Director immediately.

15. Other duties as assigned.