Medical Secretary

Competition #	10950
Job Title	Medical Secretary
Department	Systems & Operational Support
Status	Permanent
Work Type	Part-time
Affiliation	CUPE Clerical
Shift Assignment	Days
Bilingualism Required	Yes
Police Check Requirement	Vulnerable Sector Check
Site	Sudbury Mental Health and Addictions Centre - Cedar Street CUPE Clerical
Salary Information	$30.04 - $31.58 /hour
Application Closing Date	October 21, 2026

KEY FUNCTION:
Provide administrative support and specialized secretarial services to the department.

REPORTING:

Under the general direction of the Coordinator, Systems and Operational Support.

DUTIES:

1. Provide secretarial services (e.g. minutes of meetings, draft reports/memos/forms/templates, keyboarding, data entry, photocopying, and scanning).
2. Prepare external and internal correspondence.
3. Review and process incoming referrals and faxes.
4. Schedule appointments and meetings as required.
5. Assist in the preparation of demographic and patient related statistics.
6. Input demographic and patient related information into electronic medical record.
7. Direct all incoming telephone calls appropriately, screen all patient related telephone calls, register patients and visitors, and manage/distribute incoming mail.
8. Prepare and process billings.
9. Maintain patient/client records.
10. Manage and respond to physician requests (i.e. obtaining outstanding tests or reports for the patient’s chart, contacting the patient regarding results, contacting partners in care to determine status of referrals, etc.).
11. Create and track external referrals, labs, and requisitions.
12. Maintain an effective filing and information retrieval system.
13. Review case files for retention of materials and destroy outdated material in accordance with procedures and applicable legislation as required.
14. Maintain databases and contact lists as required.
15. Organize, maintain and keep an inventory of adequate office, medical, and cleaning supplies as required.
16. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
17. Participate in hospital training as required.
18. Assist with improvement initiatives as required.
19. Perform other duties as required.

QUALIFICATIONS
EDUCATION AND TRAINING:
1. Minimum of a one (1) year Diploma in a Medical Office Administration field, from an accredited college.
2. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:

1. Six (6) months’ experience working in a related position in a healthcare environment is preferred.

KNOWLEDGE/SKILLS/ABILITIES:

1. Demonstrated knowledge of and proficiency with Medical Terminology.
2. Demonstrated ability to type a minimum of 50 words per minute.
3. Demonstrated proficiency in data entry.
4. Demonstrated knowledge of and proficiency in taking minutes and transcription.
5. Demonstrated computer skills with intermediate proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
6. Demonstrated interpersonal and communication skills.
7. Demonstrated ability to effectively interact and communicate with patients/clients, families, and healthcare workers.
8. Demonstrated ability to prioritize tasks.
9. Demonstrated compliance with HSN’s privacy policy.
10. Demonstrated commitment to the safety of co-workers and patients/clients.

PERSONAL SUITABILITY:

1. Successful criminal reference check is required for vulnerable sector.
2. Proven ability to work independently and in a team environment.
3. Demonstrated commitment to ongoing professional development.
4. Demonstrated professionalism in dealing with confidential and sensitive issues.
5. Demonstrated positive work record and good attendance record.
6. Ability to meet the physical and sensory demands of the job.
7. Ability to travel between local sites.

Selection Process: Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required. This posting is for an existing vacancy.

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS. ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED. WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.