Administrative Assistant/ Medical Affairs

Mandatory Vaccination

As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.

The Opportunity

Providence Health Care is currently seeking an senior-level Administrative Assistant to support the Executive Director of Medical Affairs.

This is a regular, full-time position, and core hours are 8:00 to 16:00, Monday to Friday.

The successful candidate will work from St. Paul's Hospital.

Working at Providence Health Care

Position Overview

Within the context of a client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, the Administrative Assistant 2 promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff. Reporting to the Executive Director, Medical Affairs, the Administrative Assistant 2 is a senior-level administrative support position that works autonomously to perform a variety of confidential administrative and secretarial duties. Other main responsibilities include:

• Coordinate the flow of information and daily activities of the office of the Executive Director
• Produce reports
• Maintain databases
• Develop presentation materials using a variety of software programs
• Maintain the Executive Director’s calendars (scheduling and coordinating meetings)
• Distribute agendas and take minutes
• Processe and disseminate information, including confidential medical-legal, labor relations, and disciplinary correspondence
• Support the preparation of financial and statistical documentation
• Work with other administrative and clerical staff to ensure coverage in designated areas and/or to assist with priority projects
• Provide guidance and direction to other administrative assistants or clerical staff

The Administrative Assistant 2 interacts regularly with PHC senior leaders and their administrative staff, representatives of government, unions, academic institutions, and private business organizations to convey information.

Education, Training and Experience
Grade 12, graduation from a recognized secretarial or office administration program plus four (4) years’ recent, related experience including one (1) year supporting a senior leader or equivalent combination of education, training and experience. Previous experience working in a health care setting is an asset.

Skills and Abilities

• Ability to keyboard at 50 WPM.
• Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook), related databases and Internet. Knowledge and use of MS Visio and web publishingsoftware would be an asset.
• Demonstrated organizational skills to effectively prioritize workload and meet deadlines.
• Ability to manage multiple complex and competing priorities.
• Ability to develop, interpret, apply and communicate administrative policies, procedures and practices.
• Effective interpersonal and organizational skills and the ability to maintain effective working relationships.
• Ability to communicate effectively both verbally and in writing.
• Ability to use strong persuasion abilities to represent needs of the senior leader.
• Ability to work independently with minimal supervision.
• Ability to handle confidential information with tact and discretion.
• Ability to problem-solve and develop solutions.
• Working knowledge of basic record keeping and bookkeeping/accounting procedures and concepts.
• Demonstrated ability to work effectively, both independently and as part of a team.
• Ability to provide direction and guidance to clerical staff to ensure administrative systems and processes are consistently followed and monitored for effectiveness.
• Ability to use related equipment.
• Physical ability to perform the duties of the position.

1.Maintains the calendar of the Executive Director(s) and/or other designates. Schedules, prioritizes and organizes meetings and events. Considers urgency and nature of request and resolves time conflicts. Follows up with the Executive Director(s) on time-sensitive issues. Invites and confirms attendance of guests, assists with room bookings and set up, arranges for necessary equipment, supplies and catering; prepares and distributes agendas, attends and records proceedings, which may include topics of a confidential or sensitive nature and takes follow up action as required. 2.Produces timely, accurate and well-formatted reports, correspondence, brochures/pamphlets/notices, rosters/schedules and presentation materials for meetings and seminars using word processing, spreadsheet and presentation software. Develops and maintains spreadsheets and databases to record, retrieve, analyze and display data. Utilizes business diagram software to prepare flow charts, project plans, organizational charts and other material. 3.Handles day-to-day correspondence including processing confidential mail and email, files, photocopies and faxes. Identifies, prioritizes and takes follow up action on items by responding to verbal and written communication and liaising internally and externally to respond to, share information, clarify details, and ensure follow up by personnel on emergent issues in accordance with established practice/procedures or forwards to appropriate leader. 4.Supports Executive Director(s) or designate(s) by maintaining and tracking various personnel transactions and records and completed documentation related to recruitment, staff scheduling, selection, and performance management, confidentiality issues and/or workplace health and safety activities. Follows up with departments such as Human Resources, Finance, Patient Relations and Risk Management as required. Assists with setting up and coordinating of interviews of candidates for position vacancies. Assists with items such as new hire/staff/student orientation, identification documents and computer set up requirements as needed. 5.Attends a variety of committee and departmental meetings to provide secretarial support and/or provide information including typing and circulating agendas, recording proceedings, transcribing minutes and reports and taking follow up action as required. 6.Assists the Executive Director(s) or designate with maintaining and communicating various department policies and procedures including administrative and operational policies and procedures. 7.Supports projects and project teams, and if required, prepares financial and statistical reports and/or supporting documents/research materials. Assists with tracking project status and maintaining reporting documents, completion of specific project tasks and meeting coordination. Assists Executive Director(s) or designate(s) with compilation and preparing of budget related documentation. 8.Makes travel arrangements and reservations including confirming dates, contacting travel agents and obtaining cost and billing information, verifying and forwarding itineraries. 9.Performs a variety of receptionist/clerical duties such as greeting and directing visitors, answering general inquiries, answering the telephone, receiving and relaying messages, and forwarding public inquiries/concerns appropriately. 10.Updates and maintains filing systems, both electronic and hard copy to ensure access and timely retrieval of information. 11.Maintains equipment and office supplies according to department needs and budget, by identifying depleting items, completing internal or external requisitions, checking and verifying receipt of items as ordered. Contacts maintenance and building management in response to issues (e.g, repairs, security access) as required. 12.Assists the minor capital renovation process by liaising with planning and redevelopment leaders and preparing specific documentation. 13.May be required to maintain and update various Internet/Intranet pages or assist with graphic/audio presentations by methods such as coordinating contributions to the site, using designated software and/or existing packaged website software, inputting data, editing text, maintaining and adding/changing links and uploading documents. 14.May be required to provide direction and guidance to other administrative assistants and clerical staff by updating and communicating departmental administrative policies and procedures, providing orientation, training and responding to/trouble-shooting requests for information. 15.May be required to assist with the scheduling/placement of students by performing duties such as liaising with academic institutions, students and program areas to coordinate placement, answer inquiries and process documentation. 16.Processes cheque requests and invoices for expenditures, collects and deposits funds and maintains banking records and reports as needed. 17.Produces and edits timekeeping records and submits to payroll if required; liaises with payroll re employee inquiries and makes adjustments as required. 18.Works collaboratively with other support staff and provides coverage as needed. 19.Performs other related duties as assigned.

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