HJ984 | Secretary

HJ984 | Secretary

10 Nov
Hamilton Health Sciences Corporation

10 Nov

Hamilton Health Sciences Corporation


Job Number: 84627

Job: Administrative/Service

Primary Location: Ontario-Hamilton

This position will be located at: Ron Joyce Children’s Health Centre

Organization: LT CARE

Status: Regular Full-time

Hours per week: 37.5

Number of Openings: 1

Union Code: Non Union Employees

Minimum Salary: 27.5273 Hourly

Maximum Salary: 28.0891

Post Date: Nov 9, 2020, 11:00:00 PM

Close Date (Period for Applying) - External: Nov 16, 2020, 10:59:00 PM

Unit Summary

Developmental Pediatrics and Rehabilitation is a portfolio within McMaster Children's Hospital. It is comprised of many different programs providing out- patient services to children (and some adults) with developmental,

emotional or behaviourial, physical, or communication needs.

Position Summary

The Central Referral Intake Secretary role is the primary recipient of all referral service requests received by the program for children and youth on behalf of the Developmental Pediatrics and Rehabilitation Services. The Central Intake Secretary is responsible for managing all referrals received, including their timely entry into the Meditech patient data system and their flow to clinical triage leading to their initial appointment. The Central Referral Intake Secretary provides coordination of referral information through the program and between requestors, providers, clients and families. The Central Referral Intake Secretary provides administrative, data entry and clerical functions for our Centralized intake office. As the single point of entry into the Program, the Central Referral Intake Secretary is responsible for ensuring all inquiries and referrals to the program are processed in a timely, efficient, accurate and professional manner. Specific responsibilities include but are not limited to: processing referrals, data entry into the hospitals data systems, maintaining service logs and tracking information, initiating a Health Record for all new referrals, booking assessment appointments, managing and preparing statistical reports, responding to professional client and general public inquiries and ensuring clinical staff are aware of high risk or urgent referrals. This role requires high quality service coordination and high fidelity to program processes and provides services for a high risk and vulnerable patient population.

Schedule Work Hours

Monday to Friday; days


1. Graduate of Community College Secretarial or Office Administration Diploma Program (preferably Medical) or equivalent

2. Minimum 45 wpm typing speed, may be subject to testing

3. Medical Terminology Certificate 1 and 2 or demonstrated knowledge equivalent to Medical Terminology Certificate 1 or 2 acquired in a different secretarial position, may be subject to testing

4. Proven proficiency in MS applications (MS Word, MS Outlook, MS Excel), may be subject to testing

5. Demonstrated experience in accurately using Meditech modules, Patient Registration, Patient Link, Community Wide Scheduling, Order entry, PCI and Sovera.

6. Excellent organizational, problem solving and fact finding skills

7. Previous experience managing client information flow in a high intensity setting.

8. Ability to prioritize work effectively, multi-task and function in a high volume, fast paced environment

9. Demonstrated ability to perform detailed work and to function with initiative, resourcefulness and flexibility

10. Strong interpersonal and teamwork skills

11. Excellent written and oral communication skills

12. Team building and confliction resolution skills

13. Must be willing to obtain a valid Vulnerable Sector Screen (VSS)

14. Previous experience in a service for families and children with developmental disabilities is an definite asset

15. Fluency in French will be considered an asset

Hamilton Health Sciences fosters a culture of patient and staff safety, whereby all employees are guided by our Mission, Vision, Values, and Values Based Code of Conduct. Hamilton Health Sciences is a teaching hospital and all staff and physicians are expected to support students and other learners.

To be considered for this opportunity applicants must apply during the posting period. All internal and external applicants may ONLY apply via the Careers website.

Hamilton Health Sciences is an equal opportunity employer and we will accommodate any needs under the Canadian Charter of Rights and Freedom, Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. Hiring processes will be modified to remove barriers to accommodate those with disabilities, if requested. Should any applicant require accommodation through the application processes, please contact HR Services at (phone hidden), Ext. 46947 for assistance. If the applicant requires a specific accommodation because of a disability during an interview, the applicant will need to advise the hiring manager when scheduling the interview and the appropriate accommodations can be made.

This competition is open to all qualified applicants, however, qualified internal applicants will be considered first. Past performance will be considered as part of the selection process. If you are a previous employee of Hamilton Health Sciences, please note: the circumstances around an employee's exit will be considered prior to an offer of employment

Proficiency in both Official Languages, French and English, is considered an asset

If this position is temporary, selection for this position will be as per the outlined Collective Agreements:

Article 30 (k), CUPE Collective Agreement

Article 10.7 (d), ONA Collective Agreement

Article 13.01 (b) (ii), OPSEU 273 Collective Agreement

Article 14.04, OPSEU 209 Collective Agreement

Article 2.07 and Article 13, PIPSC RT Collective Agreement

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