Secretary 3 - Internal Medicine

2 weeks ago

Winnipeg, Canada Health Sciences Centre Full time

**Requisition ID**: 353730

**Position Number**: 20009377

**Posting End Date**: February 16, 2024

**City**: Winnipeg

**Employer**: Shared Health

**Site**:Health Sciences Centre

**Department / Unit**: Internal Medicine PSM1- Administration

**Job Stream**: Non-Clinical

**Union**: CUPE

**Anticipated Start Date**: March 18, 2024

**FTE**:1.00

**Anticipated Shift**: Days

**Daily Hours Worked**: 7.50

**Annual Base Hours**: 1950

**Salary**:$21.436, $22.079, $22.741, $23.424, $24.127, $24.849

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**:
Reporting to the Physician Services Manager, the incumbent is responsible for the effective and efficient provision of secretarial and administrative support for a section in the Department of Internal Medicine.

Duties include:

- Typing a variety of correspondence including, (but not limited to): medico legal letters, grants, manuscripts and abstracts.
- Establishing and maintaining office systems.
- Updating and maintaining curriculum vitae (CVs) for multiple physicians.
- Maintaining schedules for multiple physicians.
- Recording/transcribing minutes.
- Completes travel arrangements as per WRHA protocol and UM CONCUR.
- Creating, maintaining and distribution of multiple schedules.
- Completes purchase orders utilizing multiple systems and protocols.

**Experience**:

- Two years directly related experience required, preferably in a health care setting.
- Experience with coordinating, organizing and scheduling meetings in Microsoft Outlook, with multiple stakeholders is required.
- Experience working in a University environment with knowledge of University policies and procedures, in reference to grants and external funding agencies would be considered an asset.
- Two years directly related experience required, preferably in a health care setting.
- Experience with coordinating, organizing and scheduling meetings in Microsoft Outlook, with multiple stakeholders is required.

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

- Complete high school education, Manitoba standards, required.
- Successful completion of a formal post-secondary administrative assistant program required.
- A combination of education and experience may be considered.

**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.
- Medical Terminology (75% pass mark).
- Keyboarding speed of 50 wpm required.
- Knowledge of personal computers and proficiency in Microsoft Office including Excel, Word, PowerPoint and Outlook required.
- Knowledge of SAP, EPIC and Concur are preferred.
- May be required to learn and use department specific software and technology.
- Excellent planning, organizational, project and time management skills are required.
- The incumbent must be able to demonstrate good judgement, initiative and diplomacy and have the ability to coordinate workflow and develop efficiencies.
- Excellent oral and written communication and interpersonal skills.
- The ability to communicate with all levels of hospital/university personnel, as well as various outside agencies and institutions.
- Demonstrated ability to work independently with limited guidance and supervision.

**Physical Requirements**:

- Recognized ability to adapt to change.
- Frequent foot travel throughout the facility, as well as various University of Manitoba Bannatyne Campus offices.
- Flexibility to attend meetings/events outside regular business working hours.
- Good physical and mental health and manual dexterity.
- Ability to cope with frequent interruptions and function in a stressful environment.
- Frequent contact with patients, staff and public.

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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