Job Summary:

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.

Performs secretarial and administrative duties for the program area within the Department of Pathology & Lab Medicine.  Provides secretarial support to the Program Director and other Program staff.  Duties including organizing operating procedures, compiling and maintaining a manual of operating procedures for clerical staff, preparing staff rotations, scheduling appointments, typing a variety of material, filing, responding to telephone enquiries, arranging meetings, screening incoming materials and prioritizing items for the Program Director and Program staff.

Duties/Accountabilities:

1.    Drafts and types a variety of material such as letters, memoranda, reports and educational materials utilizing a variety of software programs; composes and signs correspondence such as meeting invitations, memo’s, and notices on behalf of Program Director and staff.  

2.    Schedules meetings as required by the Program Director, Team Lead and Program staff.  Performs duties such as communicating with other staff regarding availability for meetings, booking meeting rooms, arranging equipment such as overheads, contacting attendees, typing and circulating notices, and assembling and distributing information such as correspondence, reports and subject files in preparation for meetings; records, transcribes, and distributes minutes of meetings and takes follow up action when appropriate.  Resolves scheduling conflicts by prioritizing meetings.

3.    Prepares staff rotation schedules and inputs into electronic system including any edits for schedule changes such as sick time, vacation, on call.  Organizes operating procedures; compiles and maintains a manual of operating procedures for clerical staff.

4.    Performs a variety of receptionist duties such as receiving visitors, providing information and directing to appropriate area, answering the telephone and directing calls, responding to inquiries, taking messages and prioritizing calls for the Program staff.  Handles enquiries and prioritizes visitors for staff.

5.    Sets up and maintains filing systems for a variety of records and files such as correspondence and reports by performing duties such creating and labelling files and filing material.  Maintains office supplies by monitoring inventory and ordering supplies, when required, using appropriate software programs, up to pre-authorized limits.   Arranges for service/maintenance of equipment, appliances, furniture etc.

6.    Processes incoming and outgoing mail by performing duties such as opening and screening incoming mail,  preparation of invoices by applying financial codes for authorization for payment and directing to appropriate Program personnel, prioritizing items for attention of Program Director, addressing envelopes for outgoing mail and forwarding to mail room; arranges for courier pick-up an delivery by performing duties such as contacting courier company, completing delivery slips and signing for envelopes received.

7.    Prepares monthly workload units and for comparison analysis.  Collects data from Lab Information System and then enters into template for comparison by senior staff with other periods.

8.    Assists with administration of continuing education for staff of the Department of Pathology & Lab Medicine by receiving requests for education funds, submitting to committee for approval and processing receipts for reimbursement by Finance.  Tracks expenses as per the guidelines.

9.    Coordinates staff training for various on site courses and staff orientation for new staff members and residents as directed.  

10.    Under direction from Team Lead and/or Medical staff assists in projects in the lab such as renovations in staff lounge, changing overhead lighting to energy efficient lights in the lab.

11.    Assists Team Lead within the department to coordinate or integrate procedural change within the department by drafting communication etc.

12.    Maintains Division library of books and catalogues by ensuring books are prepared for cataloguing and signed out as per guidelines.

13.    Performs other related duties as assigned.

Qualifications:

Education, Training and Experience

•    Grade 12 plus graduation from a recognized secretarial program, supplemented by recognized courses in medical transcription plus three (3) years recent related experience or an equivalent combination of education, training, and experience.

Skills and Abilities

•    Ability to type 60 w.p.m.
•    Ability to communicate effectively both verbally and in writing.
•    Ability to deal with others effectively.
•    Ability to organize work.
•    Ability to operate related equipment.
•    Physical ability to carry out the duties of the position.