| |
In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee 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 Administrative Secretary reports to the Manager and/or designate and acts as an integral member of the Clerical Support Services team to provide administrative and secretarial support functions within the Medical Imaging Department. The role types a variety of technical and non-technical material utilizing advanced word processing, spreadsheet, desktop publishing and presentation graphics software as well as types medical consultation/documents/letters for the department utilizing dictating equipment and the Radiology Information System. The Administrative Secretary processes appointment records, coordinates Work Schedule, creates On-Call schedule, and administers funds such as academic and/or education for medical personnel, as well as compiles information and statistical records for analysis. The role maintains appointment diaries, arranges meetings/appointments, prioritizes mail, identifies inconsistencies in procedures and recommends changes, maintains filing systems, and attends meetings to provide secretarial support and follow up action.
|
| |
1. Provides secretarial support to designated team members by typing a variety of technical and non-technical material such as correspondence, forms, memos and spreadsheets from verbal instruction and/or handwritten draft or dictation utilizing advanced word processing and spreadsheet software packages, creating files, setting up columns, tables and spreadsheet calculations, editing materials for stylistic consistency and distributing material as required. Creates consultation letters and patient histories utilizing dictating equipment and the Radiology Information System. Prepares lecture materials by methods such as creating slides, posters and overheads utilizing intermediate word processing, desktop publishing, and presentation graphics software packages and equipment as applicable.
2. Maintains appointment calendars for designated department and team leaders by methods such as receiving requests for appointments and/or information regarding meetings, determining the urgency of requests, prioritizing the flow of information through the department, coordinating and modifying schedules as necessary, setting up meetings and notifying participants as required.
3. Arranges departmental and other team meetings by performing duties such as selecting appropriate dates, modifying schedules as necessary, notifying participants, and booking rooms, equipment, and catering as required; circulates agenda when necessary. Attends meetings upon request to provide secretarial support and/or information by methods such as typing and circulating agendas, attending meetings to record proceedings, preparing minutes and reports and following up on any action items as required. Maintains bookings for meeting rooms.
4. Screens incoming mail by performing duties such as opening and date stamping mail, prioritizing items for the attention of designated personnel, responding to routine written enquiries and material by composing correspondence or drafting for signature of appropriate party, taking follow up action as required and preparing outgoing mail for pick up.
5. Processes applications as directed for appointments to Medical Imaging Fellowships and Allied Professional Staff by ensuring completion of applications, assembling letters and evaluations from Department Head as required, contacting the appropriate bodies regarding British Columbia registration, verifying certification of applicants, writing to referees to obtain letters of reference, maintaining medical staff files, and coordinating the appointment and approval with the University of British Columbia’s Dean of the Faculty of Medicine.
6. Processes applications as directed for the yearly re-appointment of medical staff by obtaining the Medical Dept Head recommendation for re-appointment of each application, compiling information and submitting to appropriate committees for approval, ensuring the appropriate staff are notified of resultant changes, revising staff files and distributing information lists accordingly.
7. Co-ordinates medical personnel Work Schedule under the direction of a Radiologist by methods such as receiving Radiologists/Residents/Fellows availability schedules, creating schedule to ensure appropriate persons are on call as per cases scheduled, rotating Radiologists/Residents/Fellows among different areas, arranging physician’s academic days and typing finalized schedule for distribution as required by the department.
8. Creates approved Radiology On-call schedule by methods such as gathering radiologists/technologists names and phone numbers from various Master Schedules or contacting appropriate area and typing information onto schedule sheet for distribution to designated parties.
9. Maintains medical staff payroll, records leaves, ensuring requests are approved and taken in accordance with established guidelines. Maintains assignment, vacation and meeting schedules.
10. Processes payments as required for expenditures such as research studies, education seminars, and reference books by methods such as issuing cheque requisitions, processing payments by various methods as directed, reconciling accounts and tracking expenditures using spreadsheet software.
11. Maintains and monitors department files, reference books and electronic media by performing duties such as purchasing reference books and electronic media as directed by radiologists.
12. Communicates with other areas, internal departments and outside agencies on behalf of assigned area by responding to enquiries on items such as departmental policies, general information as well as office maintenance issues, and referring requests to appropriate personnel. Provides reception duties by greeting visitors, screening incoming calls for team members, and directing messages/calls/visitors to appropriate personnel.
13. Identifies inconsistencies in processes, recommends changes to Supervisor, develops forms for approval to streamline workflow and revises departmental procedures by drafting and typing for approval.
14. Compiles a variety of statistical information as requested by gathering information, entering information into spreadsheets/databases and generating reports for departmental purposes.
15. Orients new and relief team members to the administrative and other functions/procedures of the assigned area through informal sessions by providing an overview of the work area, demonstrating use of various equipment and/or software packages such as electronic mail system and providing information about the services, and policies and procedures to promote effective resource utilization.
16. Sets up and maintains computerized and filing systems for account records, correspondence, requisitions, reports, research and billing information by methods such as creating/preparing labels, numerically and/or alphabetically filing material into appropriate areas, updating directories/lists, indexing material as appropriate and establishing bring forward systems to ensure immediate retrieval of required information; backs up or purges files according to standard procedures.
17. Maintains equipment and stationary needs by performing duties such as replacing toner cartridge, arranging for repair when required, ordering supplies, completing various requisitions, signing or obtaining authorizing signature as required, investigating clerical equipment purchase options and making recommendations.
18. Carries out responsibilities in accordance with health and safety requirements. Immediately reports unsafe situations by notifying supervisor or other appropriate personnel.
19. Performs other related duties as assigned.
|
