Administrative Secretary

4 weeks ago

Greater Sudbury, Canada Health Sciences North Full time

**Administrative Secretary**:
Competition #

3851

Job Title

Administrative Secretary

Department

Indigenous Health

Status

Permanent

Work Type

Full-time

Affiliation

Non Union

Shift Assignment

Days

Bilingualism Required

No

Police Check Requirement

N/A

Site

RLHC-Non Union Non Managment

Salary Information

$26.91 to $31.67 /hr

Application Closing Date

August 9, 2023

**KEY FUNCTION**:
Provide efficient and confidential administrative support to the Director of Indigenous Health and affiliated services, including the Medicine Lodge, Northern Outreach Team, cultural safety training initiatives, and indigenous navigators, while ensuring the day-to-day operations of Indigenous services are organized and coordinated to meet the needs of Indigenous patients, families, communities, staff and learners.

**REPORTING**:
Under the general direction of the Director, Indigenous Health.

**DUTIES**:

- Complete billing and financial transactions for the department; create purchase orders and invoices, corporate credit card reconciliation, and prepare and track team expenses in collaboration with Finance department.
- Initiate Human Resources Request System (HRRS) tickets, coordinate postings and schedule interviews for new hires.
- Work with Director to schedule any onboarding activities for new staff.
- Ensure staff contact lists and work schedules are current.
- Process bi-weekly payroll for all staff.
- Set up processes to monitor and track mandatory staff training in alignment with occupational health and safety and other organizational requirements (i.e. Ministry of Labour).
- Maintain and edit policies and procedures to ensure they are reviewed and updated mínimally every two years.
- Prepare and organize a variety of documents and correspondence in an accurate and professional format as required.
- Determine and establish office procedures, order office and Lodge supplies, and maintain inventory.
- Coordinate meetings, prepare agendas and meeting materials, ensure appropriate follow-up, book meeting rooms, and coordinate catering requirements.
- Support the planning and preparations for cultural training events; create posters and participant packages, assist with registration and financial processes, develop promotional material, facilitate travel and catering arrangements.
- Assist with the administration of Professional Education Funds.
- Complete bookings, travel arrangements and reconcile costs for teams members as per HSN travel and finance policies
- Complete data entry and maintenance of service statistics for the Medicine Lodge and any other Indigenous health services requiring data management.
- Develop and maintain reports that include tables, charts, graphs and diagrams for analysis, knowledge translation and Quality Improvement (QI) purposes.
- Complete data entry and generate summary reports for questionnaires, surveys and evaluation forms.
- Answer telephone and electronic enquires and relay telephone calls and messages for staff working in Indigenous Health services.
- Record minutes of meetings and ensure proper follow-up of assigned action items.
- Maintain and edit information on HSN’s Hub page/intranet regarding Indigenous Health services.
- Set-up and maintain manual and computerized information filing systems.
- Support meetings and training events held virtually by creating webinars and webcasts via Microsoft Teams and other platforms.
- Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations._ _
- Act as the gatekeeper for all master documents, maintain committee contact lists, and update manuals as required.
- 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.
- Post-secondary studies in Indigenous studies, Indigenous Health Promotion, or a related field is preferred.
- 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, Office Assistant or related experience, within the last five (5) years, preferably in a health care environment.
- Experience supporting an Indigenous Health Care organization is preferred.

**KNOWLEDGE/SKILLS/ABILITIES**:

- Demonstrated organizational skills.
- Demonstrated superior data management skills and attention to detail.
- Demons

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