Secretary, Department

Position Summary

This role requires performing various administrative, secretarial, and clerical tasks to support management staff in a large department or service division. The candidate must handle multiple priorities and projects efficiently in a fast-moving environment, exhibit excellent interpersonal and communication abilities, and maintain a strong focus on detail.

Essential Duties

• Collaborate within the team to define priorities and deadlines, adjusting workflow and task sequencing to meet departmental and patient demands.
• Demonstrate strong computer proficiency, utilizing management software and Microsoft Office programs such as Word, Excel, PowerPoint, and Teams; assist team members by preparing charts and graphical presentations.
• Manage calendars and schedule appointments for managerial staff.
• Oversee ordering and inventory of departmental and office supplies, ensuring compliance with budget limitations.
• Coordinate and submit work orders for necessary housekeeping, maintenance, biomedical, engineering, or other services required.
• Monitor time and attendance records through KRONOS or similar timekeeping systems.
• Provide consistent support in resolving issues raised via phone or visitor inquiries, properly redirecting as needed, demonstrating effective communication and problem-solving skills.
• Receive and distribute mail, faxes, and electronic notifications promptly.
• Facilitate accurate and timely processing of departmental invoices and payments.
• Assist in scheduling patient appointments as required.
• Maintain and organize departmental files adhering to records retention policies.
• Organize meetings by preparing reports, documents, distributing materials, recording, and transcribing minutes; may also arrange travel and refreshments if needed.
• Track the progress of special projects and perform routine problem-solving tasks.
• Exercise discretion in handling confidential data.
• Transport and deliver items, equipment, and medications throughout the facility, excluding controlled substances and chemotherapy drugs.
• Potentially access areas containing medication supplies under limited conditions.
• Manage time independently, complete assignments, and meet deadlines reliably.
• Maintain punctual and consistent attendance as per organizational policies and relevant laws and regulations.
• Comply with all hospital policies and procedures rigorously.
• Adhere to departmental policies and procedures, prioritizing workload effectively to address multiple priorities.
• Pursue professional development through educational programs, literature, and workshops.
• Perform other duties as assigned.

Education and Experience

Minimum requirement of a High School diploma or its equivalent. Demonstrated working knowledge of word processing, spreadsheets, presentation software, and/or database applications, preferably Microsoft Office (Word, Excel, PowerPoint, Teams, Access).

At least two years of clerical or secretarial experience is required.