Secretary 3 - Clinical Health Psychology

Position Overview

Under the direction of the Administrative Manager of Clinical Health Psychology the incumbent provides secretarial services to the staff psychologists and residents in Clinical Health Psychology.

Duties include:

• Providing telephone and reception duties including receiving incoming telephone calls, processing referrals, scheduling patient appointments, taking and relaying messages, greeting and directing clients, visitors, staff, etc., and answering inquiries regarding the Program.
• Receiving and distributing all faxes including processing and prioritizing referral intake for all urgent and non-urgent Clinical Health Psychology service requests.
• Typing general, personal and confidential correspondence, reports, memos, special projects from Dictaphone or rough draft.
• Scheduling meetings and appointments; reminding departmental professional staff of their ongoing commitments, and preparing related materials.
• Preparing various statistical reports and summaries at the request of Program management.
• Providing coverage and back-up secretarial services to other Clinical Health Psychology secretaries.
• Providing back-up support for payroll at the request of the Administrative Manager.

Experience

• Two (2) years, recent, related secretarial experience in a healthcare environment required.
• Excellent interpersonal and English communication skills (oral and written) required.
• Experience handling confidential patient health information required.
• Experience in working with databases, email and computerize calendars required.

Education (Degree/Diploma/Certificate)

• Complete high school education, Manitoba standards required.
• Successful completion of a recognized secretarial training program required.
• A combination of education and experience may be considered.

Certification/Licensure/Registration

Not Applicable

Qualifications and Skills

• Typing 50 wpm, medical terminology (75% pass mark), Dictaphone required.
• Demonstrated proficiency in the use of Microsoft Office (Word, Access, Excel, PowerPoint) required.
• Must be highly motivated, detail oriented and have strong organizational skills to manage a heavy work load to meet deadlines.
• Must be able to work independently and cooperatively with minimal supervision.

Physical Requirements

• Due to the nature of the work in the department, the incumbent must be able to exercise tact and patience with difficult situations that may arise when dealing with patients, co-workers and or the public.
• Must be able to work in an environment that has many frequent and unpredictable interruptions.