Admin Secretary - Pediatric Oncology
Department: Oncology Pediatrics
Position Number: 50061261
Hours of Work: Temporary Full-Time Position (Approximately 6 months)
Days Shifts: 0800-1600
Pay Band: Band I - $28.09 - $31.12
Union: CUPE
Location: Kingston General Hospital Site
Please note, this posting identifies the current shifts that apply to the position control number. However, this does not guarantee the permanence of the shift time or work assignment for the position. The Hospital reserves its Management Rights under the CUPE Collective Agreement to make changes to shift time and work assignment as it deems necessary.
PRIMARY FUNCTION:
Provide administrative and secretarial support to the Pediatric Oncology (POCO)of the Cancer Program, including duties in support of patient care, teaching and program administration with minimal supervision in a confidential manner.
Within this role the employee is accountable for contributing to the delivery of the Kingston General Hospital strategy. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centered engagement and care in all we do.
PRINCIPLE RESPONSIBILITIES:
- Provide administrative support to the entire POGO Team: e.g. database management, book appointments/meetings/teaching commitments and maintain daily schedule for Physician(s) or any member of the POGO team, prepare presentation material, correspondence, notices, filing, photocopying, writing letters, memoranda, process financial payments for family (POFAP), process payment of Children’s Cancer Fund, coordinate travel arrangements, budget processes, clinic & office coordination including supplies and adequate inventories, maintain accurate records of travel expenses and submit accordingly
- Assist in the operation of the Division/department: e.g. reception services, update and maintain agendas, arrange meetings and appointments and notify participants accordingly; process leave requests, book meeting spaces, update and maintain physician CV for Clinical Trial records, may create monthly call schedule for physicians and residents, book spaces and audiovisual equipment. Prepare education materials for teaching responsibilities. Process physician billing records.
- Coordinate new patient consults and repeat visits in outpatient setting. Coordinate diagnostic testing as required. Provide appointments to patients/families
- Provide customer service by answering the telephone, making appointments, receiving messages and redirecting inquiries of a routine and confidential nature.
- May provide assistance in projects, e.g. data entry, library searches, preparation in grant applications; organize seminars, conferences, and lectures and maintain records of these activities. Preparation & distribution of agendas & meeting minutes.
- May provide cross coverage for other administrative secretary positions in the Cancer Program.
- The Employee will adhere to the worker responsibilities as set out in the Occupational Health & Safety Act, hospital safety policies, and dept/unit established procedures at all times. Where possible, take corrective action to address a hazard, otherwise report the unresolved hazard, dangerous circumstance, unsafe situation to self, other co-workers or the community, to their supervisor. Should the employee suffer a workplace injury or illness, he/she will advise their supervisor; actively participate in identifying and resolving the underlying cause(s), and participates in early and safe return to work as per Workplace Safety & Insurance Act.
- Understands and is familiar with all pertinent KGH policies and procedures including those relating to workplace conduct. Complies with the KGH Commitment to uphold the Workplace Conduct and Reporting of Inappropriate Conduct policy and behaves in a manner that is consistent with the guiding principles and expectations.
The above statements reflect the general details considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the job.
QUALIFICATIONS:
- Completion of a 2 years medical office administration or business diploma at the community college level or equivalent.
- 3 years secretarial experience in a health care/university setting within the past 5 years.
- 55 wpm on typing test.
- Working knowledge of computers: Word (Level 2), Excel (Level 2), Power Point, Microsoft Outlook, Internet Explorer (will be tested).
- Proficient knowledge of Medical Terminology (will be tested).
- Dictatyping skills.
- Proven organizational skills.
- Demonstrated ability to work independently.
- Ability to prioritize and problem solve.
- Demonstrated effective oral and written communication skills.
- Excellent interpersonal skills and demonstrated ability to communicate effectively, courteously, and tactfully.
- Proven ability to attend work regularly.
- Satisfactory criminal reference check and vulnerable sector search required.
PHYSICAL REQUIREMENTS:
The applicant must be able to meet the physical demands of this position.
KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.
Unless specifically stated, all job postings are for existing positions at KHSC. KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.
Kingston Health Sciences Centre may use artificial intelligence systems to assess and screen applicants. All hiring decisions are made in accordance with KHSC policies and applicable employment legislation.
We thank all applicants, but only those selected for next steps will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.
