Branch Administrator

1 month ago

Edmonton, Canada Government of Alberta Full time

**Job Information**

Job Requisition ID: 64758
Ministry: Health
Location: Edmonton
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Permanent
Scope: Open Competition
Closing Date: November 27, 2024
Classification: Administrative Support 5

**Salary**: $1,913.27 to $2,342.49 bi-weekly ($49,936 - $61,138/year)

The Indigenous Health Division is a new area for the Ministry and the Government of Alberta. Indigenous Albertans' relationships are significantly poorer than non-Indigenous Albertans. As the Indigenous Health Policy and Planning Branch continues to be a growing area, it will continue to experience an increase in workload and urgency.

The position is integral to the efficient functioning of the Branch. This position will support a branch, providing administration support, human resource support, final editorial review of correspondence and briefing materials, use of ARTS, financial reconciliation, and forecasting, and managing the Executive Director's calendar, including scheduling and support preparation for meetings.

This position provides support to the Executive Director (ED), and interacts with Branch Directors, Managers and staff, the ADM's office, Indigenous Health Division, and colleagues in divisions across Alberta Health. The incumbent also interacts with stakeholders from the regional health authorities and other government departments as well as other external stakeholders with whom the ED interacts.

**Role Responsibilities**:
The position is required to work autonomously within general guidelines and make decisions regarding all aspects of branch administrative functions with moderate guidance or supervision. The incumbent must provide direction and determine priority and scope of activity for branch administrative functions.

Specific accountabilities include:
**Senior Level Administrative Support to the Executive Director**:

- Review and prioritize all incoming correspondence such as meeting requests, general information requests, and urgent matters.
- Manage all aspects of calendar management for the Executive Director, including scheduling meetings, tracking, deadlines, ensuring meeting materials are available, preparing meeting agendas, and recording and distributing minutes.

**Senior Level Administrative Support to the Branch**:

- Review staff time submissions in 1GX for adherence to the Master Agreement and as appropriate, coordinate supervisor review and then approve time as delegate for Executive Director.
- Update the branch organizational chart monthly and distribute the ADM's Office and have updated on the intranet.
- Assist with HR recruitment activities by supplying templates, formatting submissions and routing for approval.

**Coordination of Correspondence, Briefing and FOIP**:

- Coordinate responses to Action Requests (ARs) and Ministerial Briefings including distribution, follow-up, review and editing for grammar and style; forward to Executive Director for signature or back to author for revisions.
- Coordinate branch responses to FOIP requests.

**Management of Budget**:

- Administer branch budget, including conducting basic analysis of expenditures, roll-up and reporting of figures, monitoring of expenditures, and forecasting; identify potential issues and bring to the attention of the Executive Director; recommend and implement corrective action as directed; design and implements reporting systems for branch activities for the ED's use.
- Prepare monthly budget forecasts for the branch in compliance with guidelines and time-frame from the Divisional Budget Analyst.
- Monitor routing lifecycle of contracts to ensure appropriate review, final sign-off is obtained and contracts are appropriately discharged.
- Review monthly reports to ensure accuracy and follow up on errors.

**APS Competencies**:
Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:
**Build Collaborative environments**:
The position represents the ED across the Branch in multiple interactions, and for example will need to actively listen and incorporate feedback from Directors and Managers on budgets and briefing or decision notes. Shares information with Directors and ensure ED is aware of differing opinions approaches, and potential implications for the Branch priorities overall.

**Agility**:
The ED's schedule is regularly affected by late requests from ADMO or DMO that must be accommodated. This frequently means moving ED meetings with staff at the last minute, that may affect their ability to move a priority forward. The position must remain composed, identify solutions, manage situations sensitively and seek advice to try to deliver multiple priorities.

**Systems Thinking**:
Everythi

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