Administrative Support 09

POSITION SUMMARY
This position provides administrative and secretarial support and coverage to the departments and programs within the Director's portfolio including registration, scheduling, statistical reporting and day-to-day operations and interactions with patients, staff and public. The incumbent ensures all related duties and responsibilities adhere to the policies and procedures of SJHH. 

QUALIFICATIONS
• Minimum Grade 12 diploma or equivalent with a 2-year diploma in medical and/or office administration
• Medical terminology certificate
• 1-year experience working in a clinical area 
• Intermediate skill level in a variety of computer applications and equipment: MSWord, Excel, Access, PowerPoint, Visio
• Accurate keyboarding skills of 55wpm, advanced level with excellent transcription skills
• Clerical testing may be required as part of the selection process
• Experience with electronic patient scheduling, staff scheduling and registration 
• Ability to communicate effectively and tactfully, both in-person and by telephone
• Maintain excellent interpersonal relationships while handling multiple tasks, conflicting priorities and frequent interruptions
• Good organizational and problem-solving skills, with ability to set own priorities and work with minimal supervision
• Basic accounting skills
• Working knowledge of relevant legislation and collective agreements (ONA, OPSEU and CUPE)
• Managing competing priorities and meeting deadlines
• Ability to shift priorities and prioritize co-ordination as needed based on the different area that requires support while meeting deadlines

RESPONSIBILITIES
• Coordinates scheduling of patients and staff (with latter signed off by the Manager) using appropriate hospital programs and manual systems that exist 
• Initiates appropriate reminder calls and following up on cancelled and missed appointments for patients, and follow-up calls to staff
• Maintaining and updating master schedules for Nurses
Develops and maintains schedules for both units and staffing coordination
• Provides administrative support by handling reception duties, incoming mail, phone calls, faxes, e-mails and typing and filing all in an efficient and professional manner
• Registers patients upon arrival, verifying all pertinent patient details and following all standards prescribed by admission, discharge and transfer 
• Processes telephone and written patient referrals, obtaining necessary intake information and updating waiting lists accordingly
• Maintains accurate files of clinical records, ensuring discharged patient health records are transferred to Health Records as per established guidelines and reports are forwarded to appropriate parties
• Assists with supply and inventory maintenance, including creating po's and arranging for payment of department and program expenses
• Completes statistical reporting including data entry, audits, submissions and reports to meet departmental, program and organizational standards
• Schedules and attends meetings, distributes agendas, and takes and distributes minutes of meetings
• Maintains the databases, policies and procedures, and website on MyStJoes  
• Payroll and Attendance management 
• Purchasing and ordering
• Responsible for scheduling orientation, education, training for staff
• Performs other duties as assigned by the Director or her delegate(s)