Secretary and Computer Systems

Salary

Salary range: CAD $32.39/hour.

The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes.

Testing may be required. A criminal record check may be required.

Reporting to the Professional Practice Leader

• Provides secretarial, systems and administrative support to the designated department across all sites by screening incoming materials and calls, prioritizing items for the attention of the Professional Practice Leader(s) and discipline staff, responding to enquiries, and assisting in coordinating workflow of staff.
• Admits patients utilizing the computerized Admission, Discharge, & Transfer system (ADT), and schedules out‑patient appointments. Maintains workload measurement and patient care information systems by monitoring data quality, adding or removing users, loading system software onto computer workstations, responding to user enquiries, identifying and resolving routine system problems and updating user manual as per vendor instructions.
• Works collaboratively with Information Management/Information Systems (IMIS) personnel and vendors to identify and resolve system issues.
• Provides or arranges system orientation and access for new users. Types materials and generates statistical reports utilizing word processing, spreadsheet and graphic software packages.
• Maintains departmental web site, updating content as required.
• Attends meetings, prepares agendas, takes and circulates minutes. Performs clerical duties such as reception, processing mail, photocopying and faxing.

• Grade 12, graduation from a recognized secretarial program, supplemented by recognized courses related to computer operating systems, plus two years’ recent related experience or an equivalent combination of education, training and experience.

• Ability to keyboard at 50 w.p.m.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to organize work.
• Ability to operate related equipment.

• Competitive salary $32.39/hr
• Comprehensive benefits: eligible employees receive a robust medical and dental benefits package.
• Pension plan: work toward a comfortable retirement through employer‑matched contributions to one of Canada’s strongest pension plans.
• Meaningful impact: your dedication and expertise will directly impact the lives of patients, including many from marginalized communities.
• Professional growth: access mentorship, interdisciplinary learning, and ongoing professional development opportunities.
• State‑of‑the‑art facilities: contribute to the future of care at the new St. Paul’s Hospital, opening in 2027.
• Inclusive culture: thrive in an environment that values diversity, respect, and collaboration.

• Screens and prioritizes incoming materials and calls into the department for the attention of the Professional Practice Leader and discipline staff. Responds to inquiries from staff, hospital, health department and community agencies by referring to staff within or outside the department and providing information regarding the department’s procedures and services offered, drafting correspondence or referring elsewhere.
• Admits patients to the designated therapy area by completing required documentation and forms and entering information into the computerized ADT system. Schedules and books out‑patient appointments, adjusts arrangements in accordance with patient and facility requirements and contacts areas such as Doctors’ office and patients to confirm appointments. Makes follow‑up appointments as required, cancels and/or adjusts patient appointments, maintains wait lists and compiles out‑patient statistics.
• Provides or arranges orientation and support on a variety of computerized systems used to gather data, such as workload measurement and patient care information to department users such as Occupational Therapy (OT), Physiotherapy (PT), Social Work, Nutrition, and Recreation by adding or…