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Administrative Secretary
3 months ago
**Administrative Secretary (Academic and Research Impact)**:
Competition #
5238
Job Title
Administrative Secretary (Academic and Research Impact)
Department
Academic & Research Impact
Status
Temporary (March 2024 to August 2025)
Work Type
Full-time
Affiliation
Non Union
Shift Assignment
As assigned
Bilingualism Required
No
Police Check Requirement
N/A
Site
RLHC-Non Union Non Managment
Salary Information
$31.63 to $37.22 /hour
Application Closing Date
March 13, 2024
**KEY FUNCTION**:
Provide efficient and confidential administrative support to the Director, Academic and Research Impact** **while ensuring the day-to-day operations are managed, coordinated, and performed.
**REPORTING**:
Under the general direction of the Director, Academic and Research Impact**.**
**DUTIES**:
- Prepare and organize a variety of documents and correspondence in an accurate and professional format.
- Set-up and maintain manual and computerized information filing systems.
- Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations.
- Initiate purchase order requisitions for lab consumables, medical gases, linen, and supplies.
- Assist with webpage development and content.
- Answer telephone and electronic inquires, and relay telephone calls and messages.
- Act as a primary point-of-contact; greet and assist internal and external clients.
- Coordinate meetings, special events, prepare agendas, ensure appropriate follow-up, book meeting rooms, and coordinate catering requirements.
- Record minutes of meetings and ensure proper follow-up of assigned action items.
- Provide calendar, inbox, meeting and I/T support.
- Prepare travel arrangements and expense claims.
- Process invoices, prepare credit card reconciliations and manage petty cash.
- Compile data for monthly/annual statistical reporting, and update metrics.
- Determine and establish office procedures, order office supplies, and maintain inventory.
- Draft agreements, complete forms, manage personnel files, and support payroll processes.
- Support job postings and interview scheduling.
- Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.
- Assist in the preparation and organization of special events and training initiatives.
- Perform monthly physical inspection.
- Act as backup for Executive Assistant, as required.
- 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’ experience working as an Administrative Secretary within the last five (5) years, preferably in a health care environment.
**KNOWLEDGE/SKILLS/ABILITIES**:
- Demonstrated typing speed of 50 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 proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook).
- Demonstrated superior interpersonal and communication skills, both written and verbal.
- Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
- Demonstrated discretion and maturity when handling confidential information.
- Demonstrated commitment to the safety of co-workers.
**PERSONAL SUITABILITY**:
- Ability to use tact and discretion in dealing with health care providers.
- Demonstrated ability to work effectively as a member of an interdisciplinary team.
- Demonstrated ability to perform with mínimal supervision; to prioritize duties.
- Demonstrated commitment to ongoing professional development.
- Demonstrated professionalism in dealing with confidential and sensitive issues.
- Demonstrated positive work record and excellent attendance record.
- Ability to meet the physical and sensory demands of the job.
- Ability to travel between local sites.
HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE C
