Secretary 2 - Ip & C

3 weeks ago

Winnipeg, Canada Health Sciences Centre Full time

**Requisition ID**: 331015

**Position Number**: 21000574

**Posting End Date**: February 15, 2023

**City**: Winnipeg

**Site**: Health Sciences Centre

**Department / Unit**: HSC IP&C Team

**Job Stream**: Non-Clinical

**Union**: CUPE 500-COW

**Anticipated Start Date**: 02/06/2023

**FTE**:1.00

**Anticipated Shift**: Days

**Daily Hours Worked**: 7.50

**Annual Base Hours**: 1950

**Salary**:$20.190, $20.795, $21.418, $22.062, $22.724, $23.406

Shared Health leads the planning and coordinates the integration of patient-centred 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**:
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.
- Composes routine correspondence as directed.
- Collaborates with Infection Control Professional(s) as required.
- Assists with preparation of presentations in a variety of formats.
- Develops, maintains and updates a variety of databases, including data collection and entry, assisting with analysis and organization of information and preparation of reports.
- Implements and maintains various audit databases.
- 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 all pertinent material/information is available and organized.
- Arranges, books and confirms meetings and attendees, special events and appointments, 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.
- 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.
- May be required to perform other duties and functions as assigned.

**Experience**:

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

**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.

**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 in a fast paced environment and work effectively under pressure to meet deadlines.
- Demonstrated problem-solving skills.
- Demonstrated ability to effectively contribute to a team environment.
- Ability to maintain a high level of confidentiality.

**Physical Requirements**:

- Required to work for long periods of time at a computer.

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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