Assistant, Acute Care Correspondence

2 months ago

Edmonton, Canada Government of Alberta Full time

**Job Information**

Job Requisition ID: 64291
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 14, 2024
Classification: Administrative Support 5

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

**Role Responsibilities**:
This position reports to the Operations Manager and supports the Assistant Deputy Minister (ADM) and Acute Care Division by providing comprehensive administrative assistance, including managing Action Requests (ARs), preparing correspondence, and handling records management. It coordinates AR timelines with program areas, liaises with various internal and external units, works within legislative requirements like the Health Information Act. The role also offers guidance to administrative staff on the Action Request Tracking System (ARTS) system and operational processes, and may handle special projects as needed.

Your main responsibilities will include:
**1) Senior-Level Administrative Support to the Acute Care Division on Action Requests (ARs)**:

- Manage Action Request Tracking System (ARTS) operations, review correspondence, and coordinate responses to Action Requests.
- Track deadlines, liaise with Assistant Deputy Ministers' Offices/branches, and ensure timely delivery of ADM-approved Action Request (AR) packages.

**2) Division-Level Reporting and Processes for Action Request Tracking System (ARTS)**:

- Compile reports and maintain Action Request Tracking System (ARTS) process documents, ensuring compliance with guidelines.
- Manage records for proper coding, storage, and retrieval following the records and information management policies and procedures.

**3) Continuous Process Improvement**:

- Collaborate with division staff to identify and implement Action Request (AR) process improvements.
- Ensure ongoing support for process updates and changes.

To be successful in this position, you will require:

- Excellent administrative, organizational, interpersonal, communication, and research skills (written, oral, and electronic), in order to carry out duties such as:

- Handling general inquiries and redirecting them to relevant areas.
- Liaising on Action Requests (ARs) and correspondence with offices of Deputy Ministers, Assistant Deputy Ministers, Executive Directors, Managers, and external stakeholders (e.g., Alberta Health Services, related government departments).
- Independent problem-solving and multitasking abilities.
- Understanding of organizational goals, departmental regulations, and government policies.
- Ability to excel in a fast-paced, team-based environment and prioritize a heavy workload.
- Ability to adapt to changing priorities and deadlines while maintaining attention to detail.
- To be self-directed with the ability to coordinate competing priorities across divisions and branches.

Please

**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:
In this role, you will contribute to our team by demonstrating the following behavioral competencies:

- **Agility**:Sees the need and readily steps in to help others on the team; anticipates change and adapts behaviour; accordingly, open to changes; takes advantage of opportunities to improve program development and implementation processes.
- **Build Collaborative Environments**: Creates opportunities for project teams and stakeholder to share information; respects others' point-of-view; encourages or facilitates conflict resolution; recognizes performance of all groups involved.
- **Creative Problem Solving**: Helps manage projects with multiple stakeholders simultaneously and can use planning skills, analytical and creative thinking to arrive at innovative solutions.
- **Develop Networks**: Builds relationships by following through on commitments, demonstrating integrity and respect for others; informs key stakeholders of relevant information in a timely manner; seeks and applies the perspectives and needs of colleagues and stakeholders.
- **Drive for Results**: Sets and accomplishes goals and priorities; factors in complexity of issues and aligns plans based on government direction; removes barriers to collaboration; provides informed advice.
- **Develop Self and Others**: Manages a team and provides effective guidance, support, and professional development. Must provide timely and constructive feedback to ensure strong performance and leverage strengths when assigning roles.
- **Systems Thinking**: Anticipate outcomes and potential impacts across interrelated areas and will factor this into planning.

**Qualifications**:
**Minimum Recruitment Standard: High school diploma a

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