Secretary II - Therapy Services

QUALIFICATIONS
* Grade 12 (Manitoba Standards)
* Completion of a recognized secretarial or office procedures course, or minimum one (1) year continuous experience in a related position
* Successful completion of Medical Terminology coursework
* Minimum 60 words per minute typing speed with accuracy
* One (1) Year experience working in a staff scheduling capacity
* Working knowledge of Collective Agreements
* Proficiency with Microsoft programs (Outlook, Word, Excel, Access and PowerPoint), as well as Internet applications and other Information Technology
* Demonstrated organizational skills, and the ability to work independently
* Demonstrated problem solving and decision making skills
* Demonstrated flexibility to facilitate changes in techniques and procedures in a changing environment
* Demonstrated knowledge and competence of skills and concepts related to the position
* Demonstrated communication skills
* Ability to respect and promote confidentiality
* Ability to perform the duties of the position on a regular basis
* Ability to respect and promote a culturally diverse population
* Ability to work effectively and maintain positive working relationships with co-workers, clients and within interdisciplinary team

POSITION SUMMARY:

The Secretary II will provide clerical and administrative support functions for Therapy Services. The Secretary II functions as an integral part of the Health Care Team and performs all duties in accordance with the Mission, Vision, Values, Policies and Procedures of Prairie Mountain Health.

RESPONSIBILITIES:

Overview:

1. The Secretary II provides secretarial and clerical support to the program staff and managers by performing any or all of the following duties:

• Provides reception duties including directing incoming calls and scheduling of appointments.
• Uses appropriate electronic record programs for assigned tasks.
• Organizes and maintains filing systems as per program requirements.
• Organizes, schedules and prepares documentation and correspondence related to assigned outpatient clinics.
• Prepares and distributes reports and data as requested by management.
• Enters scheduling changes for the regional therapy services staff into scheduling software.
• Prepares changes to scheduling rotations as per management guidance and direction.
• Communicates with staff scheduling gaps and actively works to fill gaps as per management guidance and direction.
• Maintains confidentiality related to staff personnel data that may be learned through the course of scheduling duties.
• Provides clerical support for photocopying, collating and distribution of materials
• Processes documents such as minutes, letters, memos, reports, forms and agendas as requested by management.
• Ensures all communication functions (mail, email, photocopying, faxing, telephone) are performed as required in accordance with PHIA legislation

2. Complete maintenance requests as needed.

3. Manages assigned workload ensuring prioritization and organization to meet the demands of the programs and services.

4. Reports urgent matters to Therapy Services Management.

5. Understanding of basic operation of the department as it relates to Therapy Services.

6. Other duties as assigned.