Job Category: Administrative/Clerical

Requisition Number: SECRE003889

Posted : October 26, 2026
Full-Time

Locations
Showing 1 location

Whitby, ON L1N5S9, CAN

Description
JOB DESCRIPTION

Ontario Shores Centre for Mental Health Sciences requires an experienced Secretary to provide a range of administrative, secretarial, data analysis, customer service to the Geriatrics program.

Key Duties and Responsibilities:

Answering telephone calls and greeting visitors

Maintaining appointment calendars, coordinating appointment schedules as required.

Assisting with co-ordination of appointments and transportation for patients as required, consultations and other matters, reporting important patient information as required/directed.

Establishing and/or maintaining the patient care unit filing system including patient files, and other unit documentation as needed ( posting of schedules, staff rounds)

Filing of unit legal documents

Setting up patient records for new admissions to the unit by completing the necessary clerical functions

Receiving, opening, sorting and distributing incoming mail and, where necessary, attaching relevant files/background information prior to distribution. Booking interpreter services, submitting work orders and IT request as needed.

Ordering and maintaining stock of office supplies, keeping inventory/assets control.

Maintaining accurate attendance records for payroll submission and processing data in relation to shift schedules by daily and weekly review of related information (ie. attendance, schedule changes, WSIB claims, absenteeism due to illness, time off, leaves of absence,



stat holiday and premium payment records). Identifies discrepancies to Clinical Manager and rectifies records; calculating and recording cumulative total to staff attendance records and preparing related notifications/submissions for HR and Payroll.

Maintaining picture boards and patient boards.

Responsible to recognize and report patient, staff, and environment safety issues, identify and implement preventative and corrective actions, within the scope of this role.

Requirements:

Completion of Grade 12 or recognized equivalent

Secretary/Medical Office Administration Diploma strongly preferred

Minimum of 2-3 years secretarial experience and office management within health care, required, within the last five years

Demonstrated working knowledge of MS Office suite, keyboarding and filing

Working knowledge of Meditech and UKG an asset

Experience with staff scheduling and maintaining attendance records

Ability to work with minimal supervision

Demonstrated abilities to clearly communicate with staff and patients

Demonstrated ability to take initiative

Experience working in a unionized environment is preferred

Excellent interpersonal skills; Superior time management and organizational skills

Ability to use judgement in dealing with requests for information and the release of confidential information

Ability to perform the physical demands of the position and maintain positive attendance.

Job Posting Closing: November 9th 2026 . Please note any job applications after this closing date will not be considered.

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📌 (TEMPORARY FULL-TIME) SECRETARY - GERIATRIC DEMENTIA UNIT (GDU)
🏢 Ontario Shores Centre for MHS
📍 Ontario