Administrative Secretary

2 weeks ago

Greater Sudbury, Canada Health Sciences North Full time

**Administrative Secretary**:
Competition #

5315

Job Title

Administrative Secretary

Department

Volunteer Services

Status

Temporary (April 2024 to November 2025)

Work Type

Full-time

Affiliation

Non Union

Shift Assignment

Days

Bilingualism Required

Yes

Police Check Requirement

N/A

Site

RLHC-Non Union Non Managment

Salary Information

$29.17 - $34.32 / hour

Application Closing Date

March 27, 2024

**KEY FUNCTION**:
Provide efficient and confidential administrative support to the Coordinator of Volunteer Services, while ensuring the day-to-day operations are managed, coordinated, and performed.

**REPORTING**:
Under the general direction of the Coordinator, Volunteer Services.

**DUTIES**:

- Provide reception services for department and meet the needs of volunteers, staff, and patients.
- Maintain a complex database for volunteers, including personal data, statistics, and tracking of volunteer activities.
- Develop newsletters, annual reports, recruitment materials, departmental forms, banners, and other promotional materials.
- Work collaborative with the department to plan and organize recognition activities and events for volunteers.
- Prepare general correspondence and reference letters in both English and French.
- Prepare packages for new volunteers and ensure adequate supply of handouts.
- Coordinate meetings, 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.
- Conduct research, compile data for monthly/annual statistical reporting, and update metrics.
- Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations.
- Arrange travel schedules and make reservations as required.
- Determine and establish office procedures, order office supplies, and maintain inventory.
- Process bi-weekly payroll data.
- Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.
- Manage the day-to-day activities in the absence of the Volunteer Services Coordinator.
- 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 knowledge of Medical Terminology.
- 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 and patient information systems.
- 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 and patients.

**PERSONAL SUITABILITY**:

- Ability to use tact and discretion in dealing with health care providers and patients.
- Proven ability to work independently and in a team environment.
- 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.

**OTHER**:
Bilingualism is required

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.

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