Secretary 2 - IP & C

Position Overview

Main functions (in order of importance):

• Provides clerical support to Infection Prevention and Control (IP & C) staff as directed.
• Types, formats and proofreads a variety of material including: correspondence, minutes, agendas, manuscripts, policies, procedures, etc. from hand written notes, or rough draft.
• Composes routine correspondence as directed.
• Collaborates with Infection Control Professional(s) regarding the design, changes and edits of templates, spreadsheets, form letters, and other varied documents and databases.
• Assists with preparation of presentations in a variety of formats (e.g., PowerPoint, handouts).
• Develops, maintains and updates a variety of databases (e.g., Healthcare associated infections such as antibiotic resistant organisms [ARO] and surgical site infections).  This includes data collection and entry, assisting with analysis and organization of information, and assisting with preparation of reports.
• Implements and maintains various audit databases (e.g., hand hygiene, equipment cleaning).
• Assists with organization and preparation of information for reports.
• Receives telephone calls and relays messages as appropriate, greeting & assisting personal callers and answering routine inquiries.
• Handles difficult staff, clients and/or their families in a calm & diplomatic manner.
• Independently responds to regional inquiries dealing with operations and various corporate procedures.
• Maintains IP&C staff calendars of commitments and ensures that all pertinent material/information is available and organized.
• Develops, maintains and revises electronic and paper filing systems as well as a variety of documents, presentations and databases.
• Arranges, books and confirms meetings, special events and appointments; books rooms, distributes invitations, arranges speaker accommodations, food/refreshments and equipment.
• Prepares notices of regular standing meetings, agendas, minutes and relevant background information and distributes in a timely manner. Attends meetings to record minutes and follows-up on items resulting from the meetings.
• Develops, maintains and revises office filing system.
• Opens, sorts, logs, prioritizes and distributes incoming mail and other material and coordinates the flow of information.  Provides liaison between supervisor and staff.
• Assembles, photocopies, collates, indexes, distributes, faxes and e-mails a variety of material as required.
• Arranges travel schedules and books accommodations, appointments, meeting rooms, etc.
• Completes expense account information and submits invoices where applicable.
• Monitors office supplies, orders and maintains inventory of same and organizes and maintains a purchasing record system.
• Assists with literature searches upon request using a library service and maintains a central computer database of articles and reports.
• Maintains absolute confidentiality of all client and job-related matters.
• Provides cross coverage for other Infection Prevention and Control administrative staff.
• Proposes novel solutions to facilitate clerical efficiency within the WRHA IP & C Program, as applicable.
• Updates website information regarding events/education materials of the WRHA IP & C Program.
• adheres to all safety and health regulations and safe work practices.
• may be required to perform other duties and functions related to this job description not exceeding above stated skills and capabilities.

Experience

• Two years directly related experience.
• Experience with e-mail and computerized calendars.
• Experience scheduling and coordinating meetings.
• Previous health care experience would be an asset.

Education (Degree/Diploma/Certificate)

• Successful completion of a high school or equivalent program of studies required.
• Successful completion of a recognized secretarial training/applied office skills program required.
• A combination of education and experience may be considered.

Certification/Licensure/Registration

Not Applicable

Qualifications and Skills

• Proficiency with computerized systems (Microsoft Word, Access, PowerPoint and Excel) is essential.  
• Typing Speed 50 wpm.
• Ability to record and prepare minutes and agendas.
• Excellent communication skills, verbally and in writing.
• Ability to prioritize a large workload and independently complete a variety of secretarial duties.
• Ability to work in a fast-paced environment and work effectively under pressure to meet deadlines.
• Demonstrated problem-solving skills.
• Demonstrated ability to effectively contribute to a team environment.
• Ability to maintain a high level of confidentiality.

Physical Requirements

• Required to work for long periods of time at a computer.