Department Secretary - Addictions, PGTUS & MAARS-camh

Through its core values of Courage, Respect and Excellence, CAMH is implementing its Strategic Plan: Connected CAMH, to transform lives, ignite innovation and discovery, revolutionize education and drive social change. CAMH is more than a hospital, it is a cause. CAMH is on a mission to change the way society thinks about and responds to mental illness. They aim to eliminate prejudice and discrimination and shape a world where mental illness is central to our healthcare system - a world where Mental Health is Health.

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The Centre for Addiction and Mental Health (CAMH) is seeking a client-centred and customer service focused full-time, temporary (until December 1, 2026) Department Secretary experienced in the area of medical office management, preferably in an Addictions/Mental Health environment. Primary duties will be split between the MAARS (Metro Addiction Assessment and Referral Service) and the PGTUS (Program Gambling & Technology Use Service), with other responsibilities assigned as needed. Reporting to the Managers of both services, the successful candidates will work collaboratively with the MAARS/PGTUS Information Specialist, leadership members and the clinical teams to provide administrative support and ensure the smooth and effective operation of the services, as well as providing shared reception services to a variety of clinical programs on a rotational basis. This position requires a considerable degree of patient/client contact in person, via telephone and virtually (WebEx). Utmost discretion in maintaining confidentiality and following PHIPPA is required. Your accountabilities will include checking in/out clients, reception coverage for 60 WSW (or other on-campus location if required), receiving and responding to calls, faxes, ICARE (electronic health record) messages and emails, compiling resources. Triaging and prioritizing tasks, including requests from clients, families, care providers and leadership, booking client appointments, document preparation, faxing, inter-service correspondence, organization and management of daily clinical service schedules. You will be familiar with Catalyst (or other provincial data bases) and Connex Ontario and proficient in ICARE/Scheduler and Microsoft suite of programs. You will conduct data entry, for clinical and administrative purposes, including registration, discharge, wait times, demographic data, health and administrative records updates, and daily input of client individual and group visits. You will submit and process IMG and maintenance requests and follow health and safety requirements, utilizing STRIDES as needed. You will be proficient in problem solving Scheduler issues and managing the clinical schedule. General office responsibilities such as faxing, copying, ordering and organizing supplies, answering telephones and dealing with general inquiries will be required. You will also perform other administrative duties such as the scheduling of meetings, preparation of agendas, taking meeting minutes, managing wait-times and other duties as assigned to contribute towards the general functioning of administrative work. You will support a workplace that embraces diversity, encourages teamwork and complies with all applicable regulatory and legislative requirements. The position is Monday to Friday, with potential evening work. This position is located primarily at 60 White Squirrel Way and requires a minimum of 4 days a week onsite.

The successful candidate will possess a one-year Community College diploma in Office Administration or a related discipline, plus 2 years secretarial/administrative experience. A diploma in medical administration is considered an asset as is formal training and experience in Microsoft applications. A customer service orientation is necessary as is the ability to de-escalate and manage challenging interactions. The successful candidate will be able to take initiative and work independently, and will also have a respectful and assertive stance in a team environment. You will have sound analytical and problem-solving skills and also possess strong administrative skills, including the ability to maintain accurate records, and general office management. Proficiency with I-CARE/Scheduler and use of Message Centre as well as electronic patient charting is essential. You must demonstrate sound judgment and the ability to interpret and apply policies and procedures. You will be able to work collaboratively within a fast-paced and dynamic team environment. Experience with database management and statistical programs would be considered a further asset. Excellent written and verbal communication, interpersonal and organizational skills to deliver exceptional patient care, is also necessary and the ability to adapt to and invest in new processes and challenges is important. Understanding of medical and pharmaceutical terminology is an asset. As the successful candidate you must have experience dealing with clients/staff/external agencies from diverse cultural and ethnic backgrounds, and demonstrate high levels of interpersonal skill and diplomacy. Bilingualism (French/English) and/or proficiency in another language would be an asset.