About the City of Hamilton
Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometres of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
JOB ID #:
Program Secretary Publc Health
Healthy & Safe Communities
Medical Officer of Health
110 King Street West, 2nd Floor
NUMBER OF VACANCIES:
1 Temporary Full Time Vacancy
CUPE Local 5167 Inside
HOURS Of WORK:
35.00 per week
$28.176 - $30.626 per hour
- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.
Temporary 12 month assignment
Job Description ID #:
SUMMARY OF DUTIES
Reporting to the Manager, Vaccine Program, this position provides program administrative assistance to management and program staff in support of public health programs and service delivery. This position performs a variety of duties including: producing and updating documents and program forms, data entry into provincial databases, creating and maintaining confidential client health records, receiving and processing referrals from the public, community service providers and doctors’ offices and providing direct client service, logistical and administrative support for public health programs and services. Additional administrative duties as assigned.
Creates and updates documents such as:
letters and memos, agendas and minutes.
Assists with the compilation of participant class and workshop materials, facilitator guides and presentation slide decks.
Prepares and processes outgoing mail to both internal and external recipients and maintains current mailing lists.
Prepares and receives intake forms, verifies client information and enters data into MOHLTC and Public Health Services databases with a high degree of integrity and respect for privacy.
Assists with maintaining a log of completed cold chain inspections for Universal Influenza Immunization Program and routine cold chain inspections.
Responsible for ordering of vaccine clinic supplies and maintaining supply inventory.
Assist with maintaining vaccine community clinic schedules
Assist with maintaining technology (IPAD) inventory for nurses who assist in school vaccine clinics.
Direct Client Service
Receives, answers inquiries from staff, other departments and public by telephone and in person on a diverse range of issues by determining their needs and referring to appropriate staff for resolution if necessary.
Receives incoming referrals from community groups and organizations and doctors’ offices. Determines urgency of referral and re-routes to appropriate professional staff.
Reminder calls regarding clinic dates to elementary and secondary schools.
Clinic receptionist at vaccine community clinics
Clinic receptionist at vaccine community clinics duties include: client registration, scheduling follow-up appointments, creating client charts, maintaining filing of confidential health records and data entering clinic statistics.
Assists program manager during recruitment by scheduling interviews and compiling interview packages.
Reviews invoices for accuracy, assists program manager in the investigation of financial transaction discrepancies with Finance and Administration staff.
Maintains program supplies for appropriate distribution
Provides coverage for reception and other Business Support Secretaries as assigned.
Performs other duties as assigned which are directly related to the responsibilities of this position.
Works in accordance with the provisions of applicable Health, Safety and Privacy legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Demonstrated experience as an administrative secretary, normally acquired through a combination of relevant work experience and secretarial and administrative courses.
Must be proficient in Business English.
Experience in a computerized environment. Must possess excellent computer skills with above average knowledge of Microsoft Office Outlook, Word, Excel and Power Point, a good working knowledge of Microsoft Access and be able to quickly become proficient in other current or newly introduced software used in PHS.
Highly developed customer service and interpersonal skills. Proven ability to deal with people in a difficult situation while maintaining confidentiality, tact, and patience.
Demonstrated ability to interact professionally with public, medical professionals and community agencies.
Demonstrated experience and familiarity with City of Hamilton financial processes and procedures preferred.
Must possess good organizational skills, with a balance between being flexible and rigid.
Must possess initiative, good judgment and the ability to work as part of a team.
Ability and willingness to learn and work with job specific MOHLTC & PHS databases.
Must understand and follow the Personal Health Information Act (PHIPA).
Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.
The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.
We invite you to visit the departmental webpage to obtain further information on the culture and business of this department.
The incumbent shall comply with all Health and Safety Policies and Practices for this position and the workplace.
It is the responsibility of the applicants to ensure that their application reaches Human Resources by the closing date or they may not be considered. It is also the responsibility of applicants to supply qualifications, licences and related experience relevant to the qualifications outlined above for this competition as directed. On the basis of the criteria set out above, this posting is open to all applicants
The statements made by me are true, complete and correct to the best of my knowledge. I understand that any falsification of statements, misrepresentations, deliberate omission or concealment of information may be considered just cause for discipline, up to and including termination for internal applicants and disqualification for external applicants.