Nesgc Assistant

**NESGC Assistant**:
Competition #

3609

Job Title

NESGC Assistant

Department

North East Specialized Geriatric Centre (NESGC)

Status

Permanent

Work Type

Full-time

Affiliation

Non Union

Shift Assignment

Days

Bilingualism Required

N/A

Police Check Requirement

N/A

Site

North East Specialized Geriatric Centre Non Union Non Management

Salary Information

$29.46 to $34.66

Application Closing Date

July 5, 2023

**KEY FUNCTION**:
Provide efficient and confidential administrative support to the Administrative Director and Medical Director of the North East Specialized Geriatric Centre (NESGC), while ensuring the day-to-day regional operations are managed, coordinated, and performed.

**REPORTING**:
Under the general direction of the Administrative Director, North East Specialized Geriatric Centre.

**DUTIES**:

- Manage projects on behalf of NESGC.
- Coordinate routine and special events for matters related to NESGC (i.e. team development days, program wide town hall forums, staff appreciation events, etc.).
- Manage and maintain administrative scheduling requirements for the Administrative Director and Medical Director.
- Provide up-to-date financial reports, including projections.
- Support the development of the annual budget and create budget(s) for conferences and special events.
- Support external projects with the Medical Director.
- Complete data collection and submission for all services under the NESGC umbrella.
- Liaise and provide support to the Regional System Steering Committee for NESGC.
- Coordinate the Annual Geriatric Conference.
- Lead the planning committee and program development and create a fulsome communication plan.
- Support recruitment processes, schedule interviews, perform reference checks, and complete forms.
- Manage internal and external internet sites and respond to correspondence from website as required.
- Liaise with HSN Corporate Communications to promote services and events under the NESGC umbrella.
- Coordinate meetings and events, prepare agendas, ensure appropriate follow-up, book meeting rooms, coordinate audio visual (AV) and catering requirements, and facilitate videoconference events.
- Prepare credit card reconciliation reports and facilitate approvals for appropriate authorization.
- Act as an administrative liaison within and outside of the NESGC.
- Identify, recommend, and implement changes to administrative procedures; assist staff with the set-up of new procedures, and test, review, and refine as required.
- Provide relief to the Administrative Director and Medical Director of routine administrative work as required.
- Prepare, manage, and organize a variety of documents and correspondence in an accurate and professional format.
- Record action items of meetings and ensure proper follow up of assigned action items.
- Liaise with staff, government staff, and the public on matters concerning the NESGC.
- Develop and maintain manual and computerized information filing management systems.
- Manage schedules for the Director and Medical Director, and confirm appointments and meetings.
- Coordinate travel arrangements for the Administrative Director and Medical Director and members of the regional team as needed; complete travel expense claims for submission and approval.
- Determine and establish office procedures, order office supplies, and maintain inventory.
- Process bi-weekly payroll data.
- Maintain policies and procedures.
- Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
- Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
- Educate and promote health, safety and wellness in the work place.
- Represent the department or program on various committees and in meetings as required.
- Perform other duties as required.

**QUALIFICATIONS**

**EDUCATION AND TRAINING**:

- Minimum of a one (1) year Diploma in Office or Business Administration, from an accredited college.
- Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

**EXPERIENCE**:

- Minimum of three (3) years’ administrative coordination experience within the last five (5) years.

**KNOWLEDGE/SKILLS/ABILITIES**:

- Demonstrated knowledge of health care policies and procedures, payroll entry and coding, website authoring software, hardware, and related processes, content or arrangement systems and software, and their related processes.
- Demonstrated minimum typing speed of 60 words per minute.
- Demonstrated proficiency in taking and transcribing minutes.
- Demonstrated excellent judgment and proven analytical skills.
- Demonstrated training, experience or utilization of lean methodology for process improvement.
- Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
- Demonstrated excellent computer skills with pr