Administrative Assistant 3

2 weeks ago

Winnipeg, Canada Pan Am Clinic Full time

**Requisition ID**: 358082

**Position Number**: 20009224

**Posting End Date**: May 1, 2024

**City**: Winnipeg

**Employer**: Shared Health

**Site**: Health Sciences Centre

**Department / Unit**: Occupational Therapy Core

**Job Stream**: Non-Clinical

**Union**: Non Union

**Anticipated Start Date - End Date**: 05/13/2024 - 07/30/2024

**Reason for Term**: Maternity Leave

**FTE**: 1.00

**Anticipated Shift**: Days

**Work Arrangement**: In Person

**Daily Hours Worked**: 7.50

**Annual Base Hours**: 1950

**Salary**: $22.437, $23.109, $23.798, $24.502, $25.242, $26.014, $26.787

Shared Health leads the planning and coordinates the integration of patient-centered clinical and preventive health services across Manitoba. The organization also delivers some province-wide health services and supports centralized administrative and business functions for Manitoba health organizations.

Position Overview

Under the general direction of the Manager of Patient Care, Occupational Therapy and Therapeutic Recreation, the incumbent is responsible for the direct administrative and secretarial support to the Manager of Patient Care 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 of Patient Care 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.
Certification/Licensure/Registration

Not Applicable

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 of Patient Care.
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.

This term position may end earlier as outlined in your collective agreement.

Please note that an employee is not permitted to hold two or more positions in Shared Health that combine to equal more than 1.0 FTE.

Shared Health values and supports employment equity and workplace diversity and encourages all qualified individuals to apply. We thank all applicants but only those selected for an interview will be contacted.

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