POSITION TITLE: DEPARTMENT SECRETARY
DEPARTMENT: FACILITIES MANAGEMENT
POSITION LOCATION: OWEN SOUND
UNION AFFILIATION: OPSEU – CLERICAL
STATUS: FULL-TIME
WAGE RATE: $24.414 – $26.313
The Facilities Engineering Services Secretary provides essential clerical and administrative support to the Facilities Management Engineering Services team. This role ensures the effective operation of the department by managing correspondence, scheduling, record-keeping, and day-to-day administrative tasks. Working in a fast-paced hospital environment, the secretary will contribute to maintaining an organized and efficient Facilities department that supports the hospital’s infrastructure and patient care objectives. Quality service and professionalism is required in all interactions with the ability to handle confidential matters, and ensure that deadlines are consistently met.
Qualifications / Skills / Abilities:
Required
- Secondary School diploma with relevant experience in administrative/secretarial experience or postsecondary business/office administration education diploma or a related discipline.
- Three to Five (3-5) years of administrative experience in a computerized office environment, preferably in healthcare or academic setting
- Typing – 45 w.p.m. (to be tested)
- Advance knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook), and familiarity with
systems such as AIMs, MediPay, AutoCAD, and Bluebeam is an asset. (Word and Excel to be tested). - Strong understanding of trades terminology, including electrical, mechanical, and plumbing
- Proven ability to manage payroll, staff scheduling, purchasing, invoice processing, records
management, and policy documentation - Experience preparing agendas, minutes, presentations, and action plans
- Strong interpersonal, written, and verbal communication skills with excellent attention to detail and accuracy
- Ability to prioritize task, manage multiple deadlines, and work in a dynamic environment with minimal supervision
- Experience with developing and working with spreadsheets including generation and creation of
graphs, charts and reports. - Demonstrated commitment to confidentiality, teamwork, and a customer focused approach
- Recent satisfactory performance and attendance records
- Adherence to Brightshores ‘CARE’ Behaviours (Collaboration, Accountability, Respect, Excellence) and ‘LEAD’ Competencies (Lead by example, Empower, Achieve results, Develop others) and a commitment to a safe workplace free of violence and harassment
- Advocates and supports a culture of patient safety and demonstrates an understanding of how the department service and assigned responsibilities contribute to overall patient safety at Brighshores through patient safety knowledge, skills and attitudes
Preferred
- Experience in design/construction, operations and maintenance
- Familiarity with union Collective Agreements and compliance standards