Secretary 2 – Infection and Immunology

Department: Infection and Immunology Clinic

Position Number: 50073922

Hours of Work: TemporaryPart Time Position (approximately 6 months)

Days Shifts: 0800-1600, 0800-1200, 1200-1600

Pay Band: Band C $26.62-$29.49

Union: CUPE

Location: Hôtel Dieu Hospital Site

Please note, this posting identifies the current shifts that apply to the position control number. However, this does not guarantee the permanence of the shift time or work assignment for the position. The Hospital reserves its Management Rights under the CUPE Collective Agreement to make changes to shift time and work assignment as it deems necessary.

PRIMARY FUNCTION:

Working under the supervision of the Manager the Secretary II plays a significant role in the flow and functioning of client services and the day to day function of the Infection and Immunology Clinic. The Secretary II supports clinical teams by managing patient scheduling for multiple practitioners (Medical and Allied) using Cerner which includes monitoring schedule gaps and using critical thinking with in-depth understanding of multiple visit type specifics aligned with each practitioner to ensure productive scheduling within the specific templates, communicating to appropriate practitioner, charge nurse and manager re any schedule operational concerns/gaps to support completion of the departmental workload. The Secretary II assists in team/ clinic routines including: registration to visits and programs, updating patient information, communicating with patients and coordination of Clinic/Program information to patients as required, communicating with/notifying appropriate Clinical Team members regarding patients as required, generating reports and managing multiple excel databases.

The Secretary II will provide administrative support and assist in all aspects of general office coordination including purchase orders for supplies, liaising with various KHSC departments to support functioning, and other administrative tasks as directed. The Secretary II may be asked to coordinate small department projects, sit on various committees and provide secretarial support (typing, minutes, agendas, reports, and correspondence) to clinical and administrative teams when requested. The Secretary II will also provide support to the Chronic Pain Clinic clerical team as required.

Each employee must demonstrate an awareness of and be responsible for supporting and providing client and family-centered care. Employees will demonstrate dignity and respect by being courteous and introducing themselves by name, occupation and role. Wherever possible, the Secretary II will ensure that clients and families receive complete and accurate information and have the opportunity to ask questions.

They will encourage clients and families to participate in care whenever possible and in-keeping with any hospital visit restriction policies.

PRINCIPLE RESPONSIBILITIES:

Scheduling and Clinical Support:

- Coordinates/Schedules new and return to clinic (i.e. repeat) patient visits.
- Maintains and updates Systems (e.g., Cerner, Outlook) re patient visit bookings for clinical practitioners as required.
- Maintains, updates, and refers to Wait-List/ Excel Databases as required to inform clinical activity.
- Monitors schedule gaps to ensure filling of each block.




- Utilizes Critical Thinking and Understanding of Practitioner Specifics to maximize scheduling efficiency.
- Communicates effectively with team around referral triage to inform booking of New and Repeat Patients.
- Sends notification/confirmation of appointments to families, other hospital departments and outside agencies, as necessary.
- Follows clinic Standard Operating Procedures (SOPs) to support clinical visits.
- Coordinates virtual visits as required.
- Books conference & meeting rooms as required.
- Registers Patients as required.
- Process outgoing mail of clinical reports and correspondence as required.
- Breaks down clinic charts to ensure appropriate documentation delivery to Health Information Management (HIM).
- Completes processes related to orders associated with Prescription faxing, and return appointment bookings, discharges, referrals to internal and external contacts.
- Contributes to maintaining the integrity of the clinical record; report any concerns to Charge Nurse/Program Manager.
- Maintains patient information, in accordance with privacy legislation and KHSC policies.
- Support clinical team leaders by attending team meetings and completing minutes as requested.

Administrative Support:

- Monitors receipt and filing of New Referrals.
- Monitors phone messages and logging of messages for tracking and verification of completion, and responds to patients as required, or connects messaging to appropriate clinical team member.
- Prepares clinical charts for each clinical block that is running.
- Prints Day Sheets (i.e. Utilization Sheets) in advance of clinics for team reference.
- Prepare requisitions and ordering of office and equipment supplies; maintain inventory of equipment and supplies. Liaise with the Purchasing and Receiving Departments to ensure order, delivery.
- Prepares agendas and takes minutes as requested.
- Maintains/updates the Infection and Immunology Clinic Secretarial Orientation/Procedure Manual.
- Assists with health and safety compliance/education within the Clinic as per KHSC policies.
- Facilitate communication/work orders with various KHSC departments i.e.: Facilities, Housekeeping as required.
- Maintains printed patient information resource supplies.
- Maintains clinical documentation supplies.
- Additional responsibilities as requested by management.

Data and Tracking:

- Manages Database(s) on a regular basis.
- Assists with Ministry Reporting by pulling and copying data into Excel Spread Sheet template for Monthly Tracking.
- Knowledgeable on and shares in data input and maintenance of various wait-list databases to guide clinical activity for multiple practitioners/programs.
- Provides data summaries on wait-lists, bookings and other clinical activity related to database headers as requested.

Educational:

- Participate in team meetings.
- Participates in and contributes to the development of departmental SOPs (Standard Operating Procedures).
- Complete e-learning modules as required by KHSC.




- Assume educational responsibilities as required by the Infection and Immunology Clinic.
- Provide mentoring and shadowing opportunities as requested by management.

The above statement reflects the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered as a detailed description of all the work requirements that may be inherent in the position.

QUALIFICATIONS:

- 2 years Office Administration Health Services diploma or equivalent education and experience.
- 2 years recent experience in an administrative support position in a clinical or health care setting
- Demonstrated excellence in word processing and data entry skills – will be tested (i.e. Microsoft Office: Word Level 2, Excel Level 3).
- Efficient word processing and keyboarding skills (45 wpm will be tested, must obtain 95% accuracy).
- Medical Terminology certificate and/or knowledge of Medical terminology (will be tested).
- Demonstrated knowledge and use of a computerized client appointment scheduling system.
- Excellent organizational, interpersonal and communication skills.
- Ability to work quickly efficiently and accurately under pressure in a high volume ambulatory clinic setting.
- Demonstrated ability to multitask multiple responsibilities with frequent interruptions.
- Demonstrated ability to work efficiently and accurately under pressure independently and/or in a multidisciplinary setting.
- Demonstrated ability to set and follow through on priorities.
- Ability to compose correspondence/reports as requested.
- Assure discreet handling of all private and confidential information.
- Proven ability to attend work regularly.
- Satisfactory criminal reference check and vulnerable sector search required.

PHYSICAL REQUIREMENTS: The applicant must be able to meet the physical demands of this position.

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.

Unless specifically stated, all job postings are for existing positions at KHSC. KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.

Kingston Health Sciences Centre may use artificial intelligence systems to assess and screen applicants. All hiring decisions are made in accordance with KHSC policies and applicable employment legislation.

We thank all applicants, but only those selected for next steps will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.

📌 Secretary 2 PT - Infect & Immun Clin (Kingston)
🏢 Kingston Health Sciences Centre
📍 Kingston