Safe Communities Administrative Assistant

2 months ago

Sioux Lookout, Canada Sioux Lookout First Nations Health Authority Full time

**Safe Communities Administrative Assistant (Ref #2023-026)**:
The Approaches to Community Wellbeing is a regional resource to 31 First Nations Communities. The Approaches to Community Wellbeing provides expertise, support, services, and programming in public health to the region. The program also supports communities in the development, implementation, and monitoring of their own Approaches to Community Wellbeing. The Safe Communities section of the model includes Environmental Concerns, Preventing Infectious Diseases, and Emergency Preparedness.

The Safe Communities Administrative Assistant provides document processing, records and file maintenance, and secretarial services to the Safe Communities Manager and team.

The Safe Communities Administrative Assistant is directly accountable to the Safe Communities Manager. Persons of First Nations ancestry will be given preference (s.16 (1)CHRA)

The salary for this position is $47,239 to a maximum of $57,512/annum.

**Who can apply**:
Persons of First Nations ancestry will be given preference (s.16 (1)CHRA)

**MINIMUM QUALIFICATIONS**:

- Completion of at least one year post-secondary education in Secretarial Arts
- Work experience and/or education in a health related area is considered an asset
- Previous office administration experience is considered an asset
- Must be able to communicate via telephone and in person in both English and Oji-Cree
- Must have good written and verbal communication skills in order to complete correspondence and respond to requests for information
- Must be self-motivated and able to work independently
- Experience and training in cultural competency with First Nations
- Demonstrates professionalism, accountability and maintaining confidentiality
- Ability to multi-task, meet deadlines and adapt in a fast-paced environment
- Task centred, maintain a high level of efficiency and strong attention to detail
- Knowledge and sensitive of First Nations population

**RESPONSIBILITIES AND DUTIES**:

- Plans and co-ordinates the activities of Regional Wellness Response to increase the time available to the Regional Wellness Response Program Manager and other members of the Preventing Infectious Diseases team for the management and delivery of the program/services.
- Co-ordinates the collection and preparation of material for programming
- Typed documents include: letters, memorandums, work plans, reports, administrative circulars, internal instructions and confidential correspondence
- Make meeting arrangements, prepare agendas and prepares minutes of meetings.
- Proofreads and modifies grammar, spelling and punctuation of all documents before submitting for signatures or mailing
- Receives, assesses for information from other departments and staff, made by telephone or in person, and/or refers to the most appropriate person
- Answers requests for information, made by telephone or in person, from the general public and other community agencies. Conveys messages to other departments, Regional Wellness Response team members, and outside agencies
- Provides receptionist duties for the Regional Wellness Response Program Manager and Regional Wellness Response team members. Duties include but not limited to screening of telephone calls, taking and conveying messages, scheduling meetings, maintaining scheduling, and providing general information as required
- Assembles material for education and/or administrative purposes and distributes as required
- Orders and maintains an office supplies inventory for the Regional Wellness Response team.
- Maintains the office filing system for Regional Wellness Response
- Monitors the unit’s schedule to be able to respond to inquiries about staff members’ availability.
- Provides specific unit orientation to new staff members
- Designs and produces forms and/or graphs for specific use in relation to the administrative of the project
- Inputs data related to Regional Wellness Response services and compiles reports as required by the Regional Wellness Response Program Manager and/or other team staff
- Maintain accountability by working within the program guidelines, by providing regular reports to the Regional Wellness Response Program Manager and other team members as appropriate
- Demonstrate professionalism and accountability by maintaining client and community confidentiality and completing the required documentation
- Outreach to all communities in the designated catchment area; engage and explain service options and the referral process
- Coordinate all requests for service, review with Regional Wellness Response team members, and arrange initial tele-conference with community project stakeholders prior to delivery of service
- Co-ordinates travel for Regional Wellness Response team members
- Cooperates and establishes working relationships with other units of the Approaches to Community Wellbeing.
- Other related duties as directed by the Regional Wellness Response Program Manager
- Provide assistan

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