Secretary 2 - Ip & C

3 weeks ago

Winnipeg, Canada WRHA Corporate Full time

**Requisition ID**: 338638

**Position Number**: 20003694

**Posting End Date**: June 16, 2023

**City**: Winnipeg

**Site**: WRHA Corporate

**Work Location**: St. Boniface Hospital

**Department / Unit**: WRHA IP&C

**Job Stream**: Non-Clinical

**Union**: CUPE-FS-WCEOMay

**Anticipated Start Date**: ASAP

**FTE**: 1.00

**Anticipated Shift**: Days

**Daily Hours Worked**: 7.50

**Annual Base Hours**: 1950

**Salary**:$20.594, $21.211, $21.846, $22.503, $23.178, $23.874

Grow your career in the Winnipeg Health Region Our team provides a spectrum of health care services through an integrated network of sites, services and organizations. We’re united by a shared commitment to excellent and equitable health care.

**Position Overview**:
Main functions (in order of importance):

- Provides clerical support to Infection Prevention and Control (IP & C) staff as directed.
- Types, formats and proofreads a variety of material including: correspondence, minutes, agendas, manuscripts, policies, procedures, etc. from hand written notes, or rough draft.
- Composes routine correspondence as directed.
- Collaborates with Infection Control Professional(s) regarding the design, changes and edits of templates, spreadsheets, form letters, and other varied documents and databases.
- Assists with preparation of presentations in a variety of formats (e.g., PowerPoint, handouts).
- Develops, maintains and updates a variety of databases (e.g., Healthcare associated infections such as antibiotic resistant organisms [ARO] and surgical site infections). This includes data collection and entry, assisting with analysis and organization of information, and assisting with preparation of reports.
- Implements and maintains various audit databases (e.g., hand hygiene, equipment cleaning).
- Assists with organization and preparation of information for reports.
- Receives telephone calls and relays messages as appropriate, greeting & assisting personal callers and answering routine inquiries.
- Handles difficult staff, clients and/or their families in a calm & diplomatic manner.
- Independently responds to regional inquiries dealing with operations and various corporate procedures.
- Maintains IP&C staff calendars of commitments and ensures that all pertinent material/information is available and organized.
- Develops, maintains and revises electronic and paper filing systems as well as a variety of documents, presentations and databases.
- Arranges, books and confirms meetings, special events and appointments; books rooms, distributes invitations, arranges speaker accommodations, food/refreshments and equipment.
- Prepares notices of regular standing meetings, agendas, minutes and relevant background information and distributes in a timely manner. Attends meetings to record minutes and follows-up on items resulting from the meetings.
- Develops, maintains and revises office filing system.
- Opens, sorts, logs, prioritizes and distributes incoming mail and other material and coordinates the flow of information. Provides liaison between supervisor and staff.
- Arranges travel schedules and books accommodations, appointments, meeting rooms, etc.
- Completes expense account information and submits invoices where applicable.
- Monitors office supplies, orders and maintains inventory of same and organizes and maintains a purchasing record system.
- Assists with literature searches upon request using a library service and maintains a central computer database of articles and reports.
- Maintains absolute confidentiality of all client and job-related matters.
- Provides cross coverage for other Infection Prevention and Control administrative staff.
- Proposes novel solutions to facilitate clerical efficiency within the WRHA IP & C Program, as applicable.
- Updates website information regarding events/education materials of the WRHA IP & C Program.
- adheres to all safety and health regulations and safe work practices.
- may be required to perform other duties and functions related to this job description not exceeding above stated skills and capabilities.

**Experience**:

- Two years directly related experience.
- Experience scheduling and coordinating meetings.
- Previous health care experience would be an asset.

**Education (Degree/Diploma/Certificate)**:

- Successful completion of a high school or equivalent program of studies required.
- Successful completion of a recognized secretarial training/applied office skills program required.
- A combination of education and experience may be considered.

**Certification/Licensure/Registration**:
Not Applicable

**Qualifications and Skills**:

- Proficiency with computerized systems (Microsoft Word, Access, PowerPoint and Excel) is essential.
- Typing Speed 50 wpm.
- Ability to record and prepare minutes and agendas.
- Excellent communication skills, verbally and in writing.
- Ability to prioritize a large workload and independently complete a variety of secretarial duties.
- Ability to work i

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