JOB DESCRIPTION
Ontario Shores Centre for Mental Health Sciences requires an experienced Secretary to provide a range of administrative, secretarial, data analysis, customer service to the Geriatrics program.
Key Duties and Responsibilities:
Include but are not limited to:
• Answering telephone calls and greeting visitors
• Maintaining appointment calendars, coordinating appointment schedules as required.
• Assisting with co-ordination of appointments and transportation for patients as required, consultations and other matters, reporting important patient information as required/directed.
• Establishing and/or maintaining the patient care unit filing system including patient files, and other unit documentation as needed ( posting of schedules, staff rounds)
•Filing of unit legal documents
- Setting up patient records for new admissions to the unit by completing the necessary clerical functions
• Receiving, opening, sorting and distributing incoming mail and, where necessary, attaching relevant files/background information prior to distribution. Booking interpreter services, submitting work orders and IT request as needed.
• ordering and maintaining stock of office supplies, keeping inventory/assets control.
• Maintaining accurate attendance records for payroll submission and processing data in relation to shift schedules by daily and weekly review of related information (ie. attendance, schedule changes, WSIB claims, absenteeism due to illness, time off, leaves of absence, stat holiday and premium payment records). Identifies discrepancies to Clinical Manager and rectifies records; calculating and recording cumulative total to staff attendance records and preparing related notifications/submissions for HR and Payroll.
• Maintaining picture boards and patient boards.
• Responsible to recognize and report patient, staff, and environment safety issues, identify and implement preventative and corrective actions, within the scope of this role.
Requirements:
• Completion of Grade 12 or recognized equivalent
• Secretary/Medical Office Administration Diploma strongly preferred
• Minimum of 2-3 years secretarial experience and office management within health care, required, within the last five years
• Demonstrated working knowledge of MS Office suite, keyboarding and filing
• Working knowledge of Meditech and UKG an asset
• Experience with staff scheduling and maintaining attendance records
• Ability to work with minimal supervision
• Demonstrated abilities to clearly communicate with staff and patients
• Demonstrated ability to take initiative
Experience working in a unionized environment is preferred
- Excellent interpersonal skills; Superior time management and organizational skills
- Ability to use judgement in dealing with requests for information and the release of confidential information
- Ability to perform the physical demands of the position and maintain good attendance.
Other related duties as assigned
Link to OPSEU Wage Table-This position is part of the OPSEU bargaining unit
Job Posting Closing: November 9th 2026 . Please note any job applications after this closing date will not be considered.
Number of vacancy - 1
This is a 12 months contract
