Job Description

As a member of the collaborative team, the Medical Secretary 2 ensures the smooth and efficient operation of the service by providing administrative and secretarial support to medical and clinical staff of the Provincial Geriatric Program. The Medical Secretary 2 has considerable contact with the patients and family members who have a variety of complex issues and situations.

Duties will include but are not limited to:

• Act as the primary point of contact for the patients of the Geriatric Program by coordinating and scheduling appointments, answering calls and receiving patients and visitors; assist with follow up and wait list management.
• Provide secretarial functions for the geriatric team who practice in a variety of clinical settings; communicate effectively with team members from all programs who interact with the service.
• Greet patients and public with tact and empathy. Screen telephone calls for the geriatric team, determine nature of urgency, relay messages, provide information, and respond to requests and direct calls appropriately.
• Enter and manage all records of patient visits and activities; ensure the orderly creation, receipt, retrieval of patient files according to protocol.
• Maintain up–to-date filing system for client appointments and administrative correspondence that assures access to information.
• Transcribe medical reports, memos and correspondence and transmit to other care providers as requested by team members.
• Receive, screen, prioritize and prepare incoming and outgoing mail; maintain staff electronic calendars.
• Compile and calculate statistical reports for the Geriatric Program (running reports, entering data in spreadsheets, i.e., Excel, Access, etc.); create and maintain spreadsheets.
• Compose routine correspondence, photocopying and taking minutes. Create new forms when required.
• Prepare Power Point presentations for team members.
• Maintain and submit records of services provided for invoicing and for billing purposes.
• Maintain an inventory of adequate supplies for the program activities; prepare requisitions for administrative / medical supplies and equipment using Oracle Financial Management System.
• Prepare and enter payroll, maintain records, verify hours and leave forms.
• Assist with requests for and preparation of educational activities, workshops, conferences provided by the Geriatric Program.
• Other related duties.

Minimum Qualifications:

• Successful completion of Grade 12 supplemented by a Medical Support Services Program, Secretarial or Office Studies
• Program with a specialized course in Medical Terminology.
• Considerable experience in secretarial related work.
• Excellent interpersonal skills to communicate with frail elderly adults and their families.
• Proficiency in the use of word processor and medical transcription.
• Typing speed of 50 wpm, net of errors .
• Experience working with computers and relevant software programs, and Dictaphone. A good previous work and attendance record.
• Demonstration of competent multi-tasking and organizational skills and the ability to work with minimal supervision.
• Knowledge of the Provincial Geriatrician Program will be considered an asset.
• Recent experience in a medical clinic setting will be considered an asset.
• Excellent communication skills and demonstrated ability to deal with the public in a respectful and confidential manner.
• Have good previous work and attendance record.

Please Note: Please ensure the application clearly demonstrates how you meet the noted qualifications as applicants will be screened based on the information provided. The successful candidate will be the only individual receiving written notification of competition results. The "Notification of Successful Candidates" list posted on the Employment Opportunity board will serve to inform all other applicants of competition results.

Salary Range: $26.94 - $29.29 per hour

Bi-Weekly Hours: 75 Hours Bi-Weekly / 8-hour shifts / Days / Some Evenings and Weekends may be Required.

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