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Program Secretary

Hamilton Health Sciences

This is a Contract position in Hamilton, ON posted July 28, 2022.

Clinical Education is an integral part of Clinical Practice & Education (CP&E) within the Interprofessional Development Portfolio. The Interprofessional Development Portfolio supports professional practice across HHS by ensuring the appropriate practice standards, education, processes, systems and structures are in place. The portfolio fosters the community, regulatory bodies and academic linkages necessary to develop and sustain a quality practice environment. As part of the Interprofessional Development Portfolio, Clinical Practice & Education supports HHS staff with their education, professional development and practice needs. Services provided include staff education and development, patient education, education coordination for learners, computer systems education, libraries and the Office of Policy and Emergency Preparedness.

As a member of the CP&E team, the Program Secretary is a professional, productive individual who is required to provide administrative support to managers within CP&E across all sites, as well as to provide support for centralized education programs such as Critical Practice Orientation. Specific responsibilities will include: providing support to CP&E managers for all human resource, labour relations, recruitment processes, and other critical management activities; providing back-up support to the Administrative Assistant, Clinical Practice & Education; providing administrative support to E&D Clinicians across a number of sites and clinical specialties; supporting all types of educational events, including scheduling rooms and equipment, room setup, registering learners in events, and collating evaluation data; taking minutes for numerous standing committee meetings; coordinating calendars for managers, rooms and equipment as required; providing support for telehealth and videoconferencing events as required and other duties as assigned. A customer service focus, and physical on-site presence is essential.

1. Graduate of a Community College Business Secretarial program
2. 3 to 5 years experience in a secretarial role
3. Demonstrated proficiency in the following applications: Microsoft Word, PowerPoint, Access, Excel, Outlook, Project, PeopleSoft Financials, PS Time & Labour, PS Recruitment, and Budget Tool
4. Demonstrated knowledge and experience in completing human resource forms and following HR processes
5. Demonstrated ability to appreciate the confidential nature of the position.
6. Proficient keyboarding skills (60 wpm)
7. Demonstrated excellence in minute-taking and transcription skills
8. Strong administrative and organizational background with an ability to prioritize, multi-task, schedule and carry out tasks with strong attention to detail and deadlines in a high-volume environment
9. Excellent communication and interpersonal skills within a professional environment.
10. Demonstrated event management skills
11. Effective and creative problem-solving abilities
12. Team player with a strong sense of ownership and accountability while being able to work independently
13. Demonstrated record in pursuing own continuing professional development
14. Knowledge of Medical terminology an asset

As a condition of employment, you are required to submit proof of full COVID-19 vaccination to Employee Health Services.

Guidelines for submitting an Application ~ UNION staff, who choose to submit their application through hard-copy mail, fax or email will need to have their application (ONA & OPSEU: with accompanying skills profile) available to the Recruitment Staff before 4 p.m. on the day the posting closes (day-7). ALL JOB SEEKERS, including UNION staff, who use the Career’s Website to apply for job postings will have until 11 p.m. on the day the posting closes (day-7). ***INTERNAL JOB SEEKERS – Please ensure that both your ID# and last name are entered exactly as you see it on your most recent pay stub, otherwise you will be treated as an external candidate.***

Hamilton Health Sciences fosters a culture of patient and staff safety, whereby all employees are guided by our Mission, Vision, Values, and Values Based Code of Conduct. Hamilton Health Sciences is a teaching hospital and all staff and physicians are expected to support students and other learners.

To be considered for this opportunity applicants must apply during the posting period. All internal and external applicants may ONLY apply via the Careers website.

Hamilton Health Sciences is an equal opportunity employer and we will accommodate any needs under the Canadian Charter of Rights and Freedom, Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. Hiring processes will be modified to remove barriers to accommodate those with disabilities, if requested. Should any applicant require accommodation through the application processes, please contact HR Operations at 905-521-2100, Ext. 46947 for assistance. If the applicant requires a specific accommodation because of a disability during an interview, the applicant will need to advise the hiring manager when scheduling the interview and the appropriate accommodations can be made.

This competition is open to all qualified applicants, however, qualified internal applicants will be considered first. Past performance will be considered as part of the selection process. If you are a previous employee of Hamilton Health Sciences, please note: the circumstances around an employee’s exit will be considered prior to an offer of employment

Proficiency in both Official Languages, French and English, is considered an asset

If this position is temporary, selection for this position will be as per the outlined Collective Agreements:

Article 30 (k), CUPE Collective Agreement

Article 10.7 (d), ONA Collective Agreement

Article 13.01 (b) (ii), OPSEU 273 Collective Agreement

Article 14.04, OPSEU 209 Collective Agreement

Article 2.07 and Article 13, PIPSC RT Collective Agreement