Administrative Secretary

**Requisition ID**: 348615

**Position Number**: 480-715701070A207-02

**Competition Number**:SS-23-1555

**Posting End Date**: November 22, 2023

**City**: Portage la Prairie

**Site**: Southern Health-Santé Sud

**Work Location**: Mental Health Program - Steinbach, Winkler or Portage

**Department / Unit**: Mental Health & Addictions

**Job Stream**: Non-Clinical

**Union**: CUPE

**Anticipated Start Date**: As mutually agreed

**FTE**:1.0

**Anticipated Shift**: Days

**Daily Hours Worked**: 7.75

**Wage Rate**: As Per CUPE Collective Agreement

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 Summary**:
Reporting to the Regional Manager, the Administrative Secretary is responsible for the provision of confidential, complex clerical, secretarial and administrative support to the respective site(s), programs and portfolio. The incumbent is responsible for reception, organizing and maintaining work processes and records, as well as data management, preparing correspondence, reports and other documents, scheduling, coordinating meetings and other special events, transcription and presentations while managing the Regional Manager’s schedule.

The incumbent regularly communicates with program staff to ensure consistency of administrative support services and other documentation. The incumbent will have strong organizational skills and be able to work well with time constraints and deadlines. The incumbent will exercise the appropriate level of initiative and independent judgment in determining work priorities, work methods to be employed and action to be taken on unusual matters. The position functions in a manner that is consistent with the mission, vision and values; and the policies of Southern Health-Santé Sud.

**Qualifications**:

- Graduate of a recognized Administrative Assistant Program or equivalent
- Knowledge of legislation pertinent to mental health and community services
- The usage of general office equipment
- Medical/psychiatric terminology
- Minimum two (2) years previous experience in a health care office environment
- Demonstrated ability to work with mínimal supervision both independently and as part of a team
- Demonstrated communication skills both oral and written
- Demonstrated ability to take initiative and recognize the Regional Manager’s needs
- Demonstrates thorough knowledge of general office practices
- Demonstrated interpersonal and organizational skills
- Given the cultural diversity of our region, the ability to respect and promote a culturally diverse population is required
- Proficiency of both official languages is essential for target and designated bilingual positions
- Demonstrated ability to meet the physical and mental demands of the job
- Demonstrated ability to respect confidentiality including paper, electronic formats and other mediums
- Good work and attendance record

**Conditions of Employment**:

- Completes and maintains a satisfactory Criminal Record Check, Vulnerable Sector Search, Adult Abuse Registry Check and Child Abuse Registry Check, as appropriate.
- All Health Care workers are required to be immunized as a condition of employment in accordance with Southern Health-Santé Sud policy.
- Requires a valid Class 5 driver’s license, an all-purpose insured vehicle and liability insurance of at least $1,000,000.00

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.