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GFT Medical Secretary – Psychiatry, Temporary Full-Time

GFT Medical Secretary, Psychiatry

Temporary Full-Time Position; Days

Kingston General Hospital site

Perform secretarial duties for a geographic full-time member(s) of the Department who is on the Attending Staff of the Kingston General Hospital and Hotel Dieu Hospital. The above duties will include handling of confidential material and office duties in connection with patient care, teaching, research and administration.

Within this role the employee is accountable for contributing to the delivery of the Kingston General Hospital strategy. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centered engagement and care in all we do.

Prepare letters and reports for signature from dictation and handwritten notes on patients, both in-hospital and clinic practice, in a timely and accurate manner. Arrange clinic appointments, referrals, diagnostic tests, and inform patients by mail and by phone. Maintain an accurate accounting system including preparation and submission of patient accounts for non-SEAMO billings. Handle all calls from families of patients and referring physicians in a professional and cordial manner. Ensure all relevant patient information and previous medical records are obtained prior to clinic appointments. Deal with requests for in-hospital consultations. Coordinate hospital admissions. Liaise with hospital staff as required.


Type and copy lecture notes, handouts, overheads, slides and examination questions. Maintain Training Program Account and rounds scheduling inquiries. Various administrative duties relevant to teaching, i.e. room reservations, etc.


Type research papers, manuscripts and grant applications from dictation and handwritten notes. Organize and maintain separate University accounts for ongoing research projects. Organize, maintain and utilize a computer based reference retrieval system.


Daily maintenance of Physician(s) appointment calendars and arranging meetings and room bookings as required. Organize and maintain an up-to-date filing system for research, administrative and routine correspondence, as well as for patient care. Maintain computer databases. Monitor payment of active accounts and maintain accounting system for supervisor’s office expenses on a monthly basis. Make travel arrangements for Physician(s). Process incoming and outgoing mail. Order office supplies, furniture and equipment as required. Retrieve library material as necessary. Liaise with administrative offices of other Departments or divisions at Queen’s University and/or KGH/HDH. Dealings with Pharmaceutical and Device Representatives – scheduling appointments rounds and schedules. Provides secretarial support for other Attending Physicians within the Division.

  • NOTE: The above duties are representative but are not to be construed as all-inclusive.

2 year Medical Administration Diploma or equivalent combination of education and experience.

Two years recent experience as a medical secretary in a healthcare environment or 5 years recent experience in an administrative position of a related clinical/divisional area.

Keyboarding 55 wpm on test

Demonstrated knowledge of and experience in the use of Windows applications including Word (Level 2), Outlook, Excel (level 2) and scheduling (patient bookings and electronic calendars)

Administrative/organizational skills to ensure efficient running of the office

Evidence of high degree of initiative and organizational skills and strong written and verbal communication skills.

Proficient dictatyping skills.

Basic bookkeeping skills.

Proven ability to attend work regularly.

Satisfactory criminal reference check required.


The applicant must be able to meet the physical demands of this position.

We thank all applicants for their interest in this opportunity however only those selected for an interview will be contacted.

Please Note: if you are a current KHSC- KGH site employee and wish to apply to this position please contact a member of the Recruitment team to obtain the link to apply.

Only candidates can apply for this job.

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