Secretary, Various Programs

Job Summary :

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Secretary provides secretarial and administrative support within a team setting.

Duties / Accountabilities :

1.Receives calls from all sources including patients; refers calls to other parties or provides information as appropriate and :

a.Determines urgency of incoming calls and takes appropriate action.

b.Relays information to and from clinical staff and outside facilities.

c.Obtains reports by contacting appropriate departments or outside sources.

d.Coordinates appointments and tests for patients in collaboration with the clinical team.

e.Accesses patient information system to retrieve patient data, as appropriate.

f.Greets visitors and handles enquiries.

2.Arranges meetings / conferences and associated logistics. Acts as a recording secretary by preparing agenda; drafting, typing and distributing minutes. Prepares materials as required.

3.Opens, screens, prioritizes and distributes mail. Maintains information and correspondence.

4.Formats and edits documents for correspondence. Drafts routine items for signature as required.

5.Assists with collecting, collating, formatting and preparing reports as required.

6.Assists clinicians in preparation of research documents and grant applications as required by collating information and updating documents.

7.Assists with clinician scheduling, timekeeping and collaborating with the clinical team for coverage as needed.

8.Maintains a safe environment for patients, families and staff by adhering to safety policies, procedures, guidelines and emergency procedures.

9.Participates as a collaborative member of the health care team.

10.Performs other related duties as assigned.

Qualifications :

Education, Training and Experience

• Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription and three years’ recent related experience or an equivalent combination of education, training and experience.

Skills and Abilities