Administrative Secretary (Supportive Care Travel Navigation)

KEY FUNCTION: Provide administrative support to the Manager, Supportive Care with an emphasis on the coordination of travel and accommodation for patients accessing care at the Shirley and Jim Fielding North East Cancer Centre (SJFNECC). Manage general day-to-day operations for multiple areas within the SJFNECC.

REPORTING: Under the general direction of the Clinical Manager, Supportive Care/Patient Education and Psychosocial Oncology Lead.

DUTIES:

• Support the access and coordination of travel for all patients requiring assistance in obtaining the services of the Supportive Care Unit.
• Liaise with program staff, physicians, leadership, the Indigenous Health department, Northern Cancer Foundation (NCF), and the Finance department to arrange travel processes for patients and families.
• Connect patients to appropriate provincial funding agencies for assistance with travel and accommodation.
• Prepare reports and required year-end documentation to support Ontario Health-Cancer Care Ontario (OH-CCO), NCF, and HSN-specific deliverables around patient travel and accommodation.
• Coordinate with local hotels and transport services to meet the accommodation needs of the cancer population including patients with a Complex Malignant Hematology diagnosis and those undergoing Stem Cell Transplantation.
• Monitor and report on accommodation and travel support utilization to ensure early identification of gaps in service, changes in local processes, and alignment with HSN and OH-CCO mandates.
• Accurately and professionally prepare and organize a variety of documents and correspondence.
• Coordinate meetings, prepare agendas, ensure appropriate follow-up, book meeting rooms, and coordinate catering requirements.
• Answer telephone and electronic inquiries and relay telephone calls and messages.
• Record minutes of meetings and ensure proper follow-up of assigned action items.
• Set-up and maintain manual and computerized information filing systems.
• Schedule and confirm appointments and meetings.
• Type confidential reports, manuals, correspondence related to labour relations, budgets.
• Distribute incoming mail, e-mails, and other material; coordinate the flow of information internally and with other organizations.
• Determine and establish office procedures, maintain inventory of and order office supplies.
• Coordinate training logistics, including training materials, room scheduling, catering, and setting-up and taking down Audio/Visual (AV) equipment.
• Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
• Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
• Educate and promote health, safety, and wellness in the workplace.
• Represent the department or program on various committees and in meetings as required.
• Perform other duties as required.

QUALIFICATIONS:

EDUCATION AND TRAINING:

• Minimum of a one (1) year Diploma in Office/Business Administration or related field, from an accredited college.
• Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:

• Minimum of three (3) years’ experience working as an Administrative Secretary preferably in a health care environment.

KNOWLEDGE/SKILLS/ABILITIES:

• Demonstrated typing speed of 50 words per minute.
• Demonstrated proficiency in taking and transcribing minutes.
• Demonstrated knowledge of medical terminology.
• Demonstrated commitment to the safety of co-workers and patients.
• Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
• Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
• Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point, and Outlook) and patient information systems.
• Demonstrated superior interpersonal and communication skills, both written and verbal.
• Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
• Demonstrated discretion and maturity when handling confidential information.

PERSONAL SUITABILITY:

• Successful Vulnerable Sector Check is required.
• Ability to use tact and discretion in dealing with health care providers and patients.
• Demonstrated ability to work effectively as a member of an interdisciplinary team.
• Demonstrated ability to perform with minimal supervision; to prioritize duties.
• Demonstrated commitment to ongoing professional development.
• Demonstrated professionalism in dealing with confidential and sensitive issues.
• Demonstrated positive work record and excellent attendance record.
• Ability to meet the physical and sensory demands of the job.
• Ability to travel between local sites.

Selection Process: Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required.

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS. ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED. WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.