The Medical Secretary performs administrative tasks to support the Director of Nursing and other clinical leadership. Key duties include managing resident records, coordinating care conferences, and handling staff scheduling and vacancies.
Requirements summary
Requires a college certificate or diploma in Office Administration - Health Services with 6 months to 2 years of related experience. Candidates must possess strong computer skills and pass a Vulnerable Sector Screen.
professional certificateMicrosoft ExcelData EntryProject ManagementOffice AdministrationMeeting CoordinationReport PreparationInterpersonal CommunicationTranscriptionMicrosoft WordMicrosoft PowerPointFile ManagementMicrosoft OutlookResident Care CoordinationClinical AdministrationMedical Scheduling
Job description
Job Status: Temporary Full-Time
Union: Non-Union
Number of positions: 1
Hours of Work: 35 hours per week
Location: Riverview Gardens
Closing Date
July 2, 2026, 11:59pm EST. Applications received after this deadline will not be accepted.
Job description
The Medical Secretary prioritizes, performs and oversees a number of administrative tasks to achieve outcomes required by the Director, Nursing as well as provides project support for Directors, Nurse Managers, Supervisors and Registered Nurses.
Essential responsibilities
Demonstrate Chatham-Kent’s core values and competencies
Perform a wide range of administrative tasks including clinical and medical related administrative duties. This includes preparing MIRS reports and supporting Freedom of Information requests.
Prepare resident care documents and coordinate resident care conferences
Book appointments and transportation
Provide communication between families and staff for resident appointments
Maintain Resident records on computerized system and document files in the Care Centres
Take staff call ins and call out shifts to fill vacancies, performing scheduling duties as required as a member of the scheduling team.
Complete lab requests and update/discharge Health Care numbers
Essential qualifications
College certificate or diploma in a related Office Administration – Health Services related program, with six (6) months to two (2) years of related experience
Experience working in an office administrative role, including coordinating schedules and travel arrangements; preparing reports, presentations and correspondence; file management (preferably with TOMRMS system)
Experience arranging meetings, including booking facilities, preparing agendas, recording and transcribing minutes
Experience using effective project management strategies
Benefits
4% Vacation Pay
15% In Lieu Of Benefits
Statutory And Non-statutory Holidays
Strong interpersonal and communication skills, written and verbal
Strong computer skills, specifically Microsoft Office (Word, Excel, PowerPoint, Outlook) (or similar software program)
Other qualifications
Experience working in a long-term care home and/or experience in hospital nursing unit an asset
Experience or knowledge of union and non-union environment and of unionized collective agreements an asset
Knowledge of Active Citizen Request (ACR), Work Order Request System, Point Click Care, RAI-MDS, and scheduling software.
Certifications, memberships, licenses
• Health Record Technician certificate an asset
Work environment/hours of work
• This position works weekday, afternoon and weekend hours
Background check requirements
This position works with vulnerable residents in a position of trust and authority, on a sustained and regular basis, in a largely unsupervised capacity. A Vulnerable Sector Screen is required (Fixing Long-Term Care Act section 252 O. Reg. 246/22) prior to being accepted for employment.
All staff members shall promptly provide the employer with a signed declaration disclosing new charges, convictions, orders and restraining orders, consistent with Ontario Regulation section 253 O. Reg 246/22 made under the Fixing Long-Term Care Act, with respect to the period since the date the person’s last criminal reference check under subsection (2) was conducted.
Essential physical and/or safety requirements
Annual Flu immunization is required
2 step TB skin test to be completed within two weeks of starting position
Walking: frequent walking (walking to various floors/departments to complete tasks specific to resident care delivery, i.e. booking medical appointments, transportation, processing charts, preparing clinic lists, coordinate care conferences, etc.; participating in administrative meetings)
Sitting: frequent sitting in a chair (answering/calling on the telephone; data entry, tying; other clerical tasks, i.e. filing, statistics, record keeping, managing charts, etc.)
Reaching: frequent reaching above shoulder, forward; constant reaching below shoulder, handling (up to 9.09 kgs or 20 lbs) (retrieving/utilizing telephone, keyboard, computer, printer, photocopier, books, files, filing cabinets, office equipment; stock stationary supplies; recalling/archiving files from high shelves)
Lifting: frequent lifting waist to shoulder, carrying, transferring, pulling at or above shoulder, pulling below shoulder (up to 13.6 kgs or 30 lbs) (repeated lifting and carrying of documents, finders, files, charts, opening/closing file drawers/cabinets; lifting from floor to above head or transferring boxes to a three tiered utility cart for transporting heavier boxes from one location to another)
Hands: constant fine finger dexterity (movement), gripping, pinching (answering/calling on the telephone; data entry; typing; clerical duties; computer, printer, photocopier, office equipment)
Benefits
This temporary full-time position has an hourly wage of $29.969 to $32.571CAD and will receive 15% in lieu of benefits (which includes group benefits, statutory & non-statutory holidays, and non-enrolment in OMERS) and 4% vacation pay. Where a permanent employee is receiving benefits and is the successful candidate for a temporary vacancy, benefits will remain as per the policy manual.
When internal employees are applying to temporary vacancy and want to maintain their permanent status: positions posted as “temporary” may be filled with permanent employees (full-time, part-time and call-in) who want to keep their permanent status provided their ability to be released to a temporary position is reviewed and approved with their current manager/supervisor before submitting an application.
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The Municipality of Chatham-Kent is an equal opportunity employer, committed to fair and accessible employment practices that attract and retain talented employees in a workplace that is inclusive, supportive, and reflective of the diverse community we serve.
Should you require accommodations during the recruitment process, please contact Human Resources & Organizational Development (HROD) at 519-360-1998. Applicant information is collected under the authority of the Municipal Freedom of Information and Privacy legislation and will be used strictly for the purpose of candidate selection.
