Administrative Assistant 3

Position Overview

Under the general direction of the Manager, Health Services, Occupational Therapy and Therapeutic Recreation, the incumbent is responsible for the direct administrative and secretarial support to the Manager, Health Services in addition to coordinating effective, efficient management of the offices, providing administrative, secretarial and reception support, as needed well as coordinating effective and efficient provision of secretarial support services to the Occupational Therapy Department.

Duties include:

• The ongoing monitoring and processing of capital and operating expenditures in the Department; assisting the Manager Health Services in dealing with confidential information and tasks (i.e. salaries, grievances, performance conversations).
• Coordinating meetings, attending and recording minutes
• Composing/typing correspondence, completing special projects, memoranda and reports, and Confidential financial documents.
• Performing miscellaneous administrative and secretarial duties.
• Preparing materials for meetings.
• Coordinating conferences/workshops.
• Supervising and monitoring of the workload and performance of the office support staff.
• When required, performing other secretarial and reception tasks.

Experience

• 3-5 years previous experience in a senior secretarial position requiring considerable communication with staff at all levels in the organization.

Education (Degree/Diploma/Certificate)

• Complete high school education, Manitoba Standards, required.
• Successful completion of a recognized secretarial training program or equivalent related experience required.
• Certificate courses in supervision/administration/management preferred.

Qualifications and Skills

• Preference will be given to those applicants competent in an Indigenous language and/or knowledge in Indigenous customs, traditions and values.
• Typing 60 wpm.
• Demonstrated proficiency in the use of Windows and Microsoft Office including Word, Outlook, Excel, Access, Publisher and PowerPoint required.
• Medical Terminology required. Proficiency in Accuro, EPR, ESP and SAP preferred.
• Familiarity with the Health Sciences Centre internal structure, corporate policies and procedures, and physical layout preferred.
• Must have excellent English communication (written and verbal) and interpersonal skills.
• The incumbent must be able to communicate with all levels of hospital personnel including, Directors, Manager and front-line staff of all classifications.
• Must have decision-making ability, good judgment, initiative, diplomacy, and the ability to coordinate workflow and develop efficiencies.
• Major issues would be referred to the Manager, Health Services.
• Must be able to function with limited guidance, supervision and monitoring.

Physical Requirements

• Frequent interruptions, noise and frequent review/revision of workload priorities.
• Fast-paced environment with a heavy workload.
• Contact with staff, patients and public.