Job Description

Job Responsibilities

• Perform administrative, secretarial, and clerical functions under the direction of the Director/Manager in support of one or more managerial and research staff.

• Manage multiple projects simultaneously while meeting deadlines and demonstrating a strong understanding of departmental processes.

• Support the daily operations of the department and associated call centre services.

• Provide exceptional customer service to patients, families, providers, and staff during daily interactions.

• Perform general secretarial and clerical duties in support of departmental staff.

• Open, date stamp, and distribute all incoming mail daily to the appropriate staff member within one hour of receipt.

• Transcribe and prepare written and dictated reports, professional correspondence, and administrative documents with less than a 5% error rate, meeting quality standards 90% of the time.

• Develop written correspondence in accordance with departmental guidelines, hospital policies, and required timelines.

• Distribute completed correspondence and departmental materials promptly to the appropriate recipients.

• Maintain organized filing and document retrieval systems for correspondence, records, and departmental resources.

• File all office correspondence and documentation within three days, meeting departmental timeliness standards 90% of the time.

• Screen and respond to departmental inquiries received by phone, mail, or in person, using sound judgment to resolve or appropriately escalate requests.

• Accurately document telephone messages, including caller information, contact details, and the purpose of the call.

• Deliver telephone messages immediately to the designated staff member or appropriate message location.

• Prioritize daily assignments and manage responsibilities independently with minimal supervision.

• Monitor office supply inventory and coordinate timely replenishment of departmental supplies.

• Assist with departmental timekeeping functions and coordinate pay check distribution.

• Prepare finance requests within three days and perform follow-up activities as required.

• Input, maintain, and retrieve information using Microsoft Word, Excel, Access, IDX, Outlook, Lawson, and Internet-based applications.

• Copy, collate, and prepare documents requested by departmental staff and administrators.

• Perform regular backup of computer files to maintain the integrity and security of departmental records.

• Perform additional duties as assigned to support the effective coordination and overall operations of the department.

Required Skills & Experience

• Ability to communicate and interact effectively with patients, families, and staff while demonstrating sensitivity to age, disability, and cultural preferences.

• Strong verbal and written communication skills with the ability to accurately and efficiently exchange information.

• Proven ability to deliver excellent customer service to both internal and external customers.

• Highly organized with the ability to manage multiple work assignments, meet deadlines, and balance competing priorities.

• Excellent interpersonal skills with the ability to work effectively in a fast-paced environment and support collaborative team efforts.

• Ability to quickly learn and apply new concepts, procedures, and departmental processes.

• Proficiency in Microsoft Office applications, including Microsoft Word and Excel.

• Strong organizational, time management, and task prioritization skills to meet program and departmental needs.

• Experience providing customer service in a technical, hospital, or other healthcare environment.

• Previous computer experience and/or formal computer training.

Education

• High School Diploma or GED.