Administrative Secretary

Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Performs administrative secretarial, microcomputer, stenographic and reception duties. Provides lead hand supervision to other clerical staff. Acts as academic secretary to the Director.

Duties/Accountabilities:

Duties
1.Coordinates and distributes the work of other clerical staff in area of assignment.
2.Types a variety of material including consultation reports, letters, memoranda, abstracts, research paper, articles for publication from Dictaphone or rough draft utilizing available word processing packages.
3.Generates Electroencephalogram, Electromyograph, Somatosensory Evoked Potential, Visually Evoked Potential and Brainstem Auditory Evoked Potential reports utilizing customized computer programs.
4.Performs departmental MSDOS and NOVELL network computer system maintenance. Develops, maintains and supervises backup procedures. Acts as a troubleshooter for computer users on the network including clerical users in the Seizure Clinic and Neurology areas. Maintains computer hardware and printer operation. Orders computer supplies as needed.
5.Assists in expansion and development of departmental computer projects. Responsible for coordinating development and testing of 4-phased custom software package capable of patient record keeping, report generation, laboratory data documentation, appointment scheduling, clinical note keeping and basic database enquiries. Develops flowcharts; checks specifications; collaborates with programmer.
6.Schedules patient appointments for the seven diagnostic tests, gives appropriate preparation instructions for each procedure and confirms out-patient appointments.
7.Answers telephone enquiries, takes messages and re-directs calls when required.
8.Performs database operations on patient related information including indexing and additions or subtraction of existing fields. Writes computer command programs for retrieval of data from database as required for statistical and workload reporting functions.
9.Prepares patient files for technologist by obtaining requisition, locating previous reports and attaching the appropriate history and worksheet forms.
10.Prepares daily patient schedule summarizing appointment times, patient names and procedure scheduled.
11.Distributes test results to referring physicians. Maintains departmental patient reports and consultation files.
12.Sorts and distributes incoming mail. Coordinates courier deliveries, initiates and retrieves electronic mail, transmits documents via fax.
13.Prepares bi-weekly Payroll time sheets.
14.Calculates statistics monthly; enters appropriate workload information into spreadsheet programs; submits results to Finance. Assists in preparation of variance reports, workload reports and budget related work.
15.Performs routine administrative secretarial duties. Schedules appointments for medical director as required. Arranges meetings as requested.
16.Oversees off-site storage of electroencephalogram records and departmental files.
17.Obtains journals and books, etc. and copies articles as requested. Performs manual and computerized literature searches and prepares bibliographies when necessary.
18.Performs other related duties as required.

Qualifications:

Education, Training and Experience

•Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription and three years recent related experience or an equivalent combination of education, training and experience.
Skills and Abilities

•Ability to keyboard at 60 w.p.m.
•Ability to communicate effectively both verbally and in writing.
•Ability to deal with others effectively.
•Ability to organize work.
•Physical ability to carry out the duties of the position.
•Ability to operate related equipment.