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Secretary I

Secretary I
Regular Part Time
Rockyview General Hospital
2012-11-29  Time: 23:59

Minimum: 23.08 per hour Maximum: 28.07 per hour
This position is responsible for ensuring the efficient and effective operation of the respective physicians' office (and may be involved in direct patient care matters) and project activities for the assigned physicians who are also members of the Faculty of Medicine. It supports the administrative activities related to clinic and leadership roles along with research and education and supports all of the academic activities of the faculty member.

It requires strong administrative secretarial skills to function in the two organizations (Calgary Health Region and the University of Calgary). The incumbent must be familiar with the policies, business practices, corporate applications and support infrastructure of two organizations and the complexity of managing the physicians' activities between the two to be effective. This position must be able to recognize and resolve potential conflicts arising between the two organizations' policies and practices.

The incumbent works within a team environment, understanding the purpose, goals of the team and has the ability to bring forward ideas to assist the team. Using their experience and skill, the incumbent is expected to work independently exercising decision-making where the impact of error could be high. The variability of the medical staff members' careers and their respective activities demands broad and flexible capabilities in each secretarial position.
  • Assesses, prioritizes and coordinates daily schedules of physician(s) and maintains calendars; this can be 1 to 3 or more physicians. Department of Medicine - RGH - Ambulatory Care Clinic - Resp/GIM

    Reviews requests, schedules appointments and meetings. Authority to schedule/cancel meetings and appointments as required for other meetings which take precedence. Exercising careful judgment and having knowledge of priorities and current issues is essential. This position may be the first point of contact to the Department, Division or specific physician, and serves as a liaison between executives, visitors and managers as required. Screen and direct incoming calls, correspondence and visitors. Ensures the physician(s) are aware of all deadlines; submission of grants, annual reports, requirements to train for new systems, renewal of medical staff privileges etc. Communicates information to the physician(s) regarding correspondence, phone messages, meeting requests etc; must be reviewed and evaluated to communicate information to the physician and to make independent decisions in their absence to forward or share information in a timely manner, amend grant requests to meet requirements and deadlines or direct requests to a more appropriate source. Collaborates with physicians in maintaining effective communication (via electronic or typed correspondence) with internal and external agencies, students and patients/families; where appropriate, independently compose and send general correspondence. May independently facilitate and expedite responses to inquiries, requests; providing and/or coordinating appropriate referrals and responses.Books patient for clinics, procedures and /or diagnostic tests and arrange referrals to other clinical departments and specialists. Prepares and disseminates clinic schedules, clinic lists and chart requests. Ensures all charts and required patient related information are available to the team for clinic. Assembles/Maintains patient charts when test results and requisitions are received.

    May compile, prepare, format, distribute all required documentation for the following:
  • research grants
  • peer reviewed and non-peer reviewed publications
  • abstracts and protocols
  • design and creation of slide presentations
  • preparation of agendas, dictaphone transcriptions
  • medical/legal reports; case reviews
  • follows up on outstanding documentation

    Assists in literature searches and retrieval of information (utilizing both in-house and external systems) as directed by the respective physician. To be used for such purposes as teaching/research tools; reference/resource material development; patient teaching or information needs. Resources include, but are not limited to: Internet, Medline, Pub Med, Clinibase software and Health Records, University of Calgary Knowledge Network, Region's library system, and Compendium of Pharmaceuticals and Specialities (CPS). Enters and maintains information into Reference Manager/Endnote database for physicians. Maintains hard copy filing system of same. University Research and Trust Accounts - tabulates and submits payments and expenses using the online system (U of C Peoplesoft) for approval and in accordance with UofC Financial Policy. May enter time in UofC payroll system for research project staff. Compiles, completes annual report to University/Department and regularly updates curriculum vitaes. Prepares lab requisitions and processes requests for diagnostic tests pre and post clinic visit. Organizes patient charts, and other related health information, for physicians and ensures charts are made available prior to clinic appointments.
  • 3 to 5 years experience -may include: health care experience, professional, technical or scientific knowledge of any specialized areas of work or relevant large organization accustomed to departmental policies and procedures.
  • Graduate of a post secondary business/secretarial program required.
  • Medical terminology required.
  • Intermediate to advanced computer skills required- proficiency in Excel/Access a definite asset.
  • SCM, Clinibase, Clinibase Scheduler, Cerner, Netcare, U of C Peoplesoft.
  • A well organized individual who can work independently with little direction to coordinate the procedures, processes and diverse knowledge base necessary to meet the needs of the respective Physicians' responsibilities.
  • An excellent attendance record, reliability and personal suitability must be demonstrated through your employment references.
  • New employees must complete an employee health review, and provide a criminal records check at their own expense, in compliance with the Protection for Persons in Care Act. Smoking restrictions are in effect.
  • Applications must include skills and ability for the position since selection is based on information provided in the application.
  • Only candidates selected for an interview will be contacted.

  • AHS values the diversity of the people and communities we serve, and is committed
    to attracting, engaging and developing a diverse and inclusive workforce.

    Please submit one application for each position desired as copies of applications will not be submitted for multiple postings on your behalf. Applications must include skills and ability for the position, since selection is based on information provided in the application. Only candidates selected for an interview will be contacted. Thank you for applying with the AHS!

    All new offers of employment are subject to a Criminal Records Check satisfactory to the employer.
    This information is collected by the authority of the Protection For Person In Care Act (Section 10(4)).