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Administrative Assistant

2 months ago

Winnipeg, Manitoba, Canada Winnipeg Regional Health Authority Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our Infection Prevention and Control (IP&C) team at the Winnipeg Regional Health Authority. The successful candidate will provide clerical support to our team, ensuring the smooth operation of our office and contributing to the delivery of high-quality patient care.

Key Responsibilities
  • Provide administrative support to IP&C staff, including typing, formatting, and proofreading documents, as well as composing routine correspondence.
  • Collaborate with IP&C professionals to design, update, and maintain templates, spreadsheets, and other documents.
  • Assist with the preparation of presentations, reports, and other materials, including data collection and entry.
  • Develop and maintain databases, including healthcare-associated infections and surgical site infections.
  • Implement and maintain audit databases, including hand hygiene and equipment cleaning.
  • Assist with organization and preparation of information for reports.
  • Respond to regional inquiries and provide information on operations and corporate procedures.
  • Maintain IP&C staff calendars and ensure that all pertinent material is available and organized.
  • Develop and maintain electronic and paper filing systems.
  • Arrange meetings, special events, and appointments, and book rooms, distribute invitations, and arrange speaker accommodations.
  • Prepare notices of regular standing meetings, agendas, minutes, and relevant background information, and distribute in a timely manner.
  • Attend meetings to record minutes and follow up on items resulting from the meetings.
  • Develop and maintain office filing systems.
  • Open, sort, log, prioritize, and distribute incoming mail and other material, and coordinate the flow of information.
  • Assemble, photocopy, collate, index, distribute, fax, and email a variety of material as required.
  • Arrange travel schedules and book accommodations, appointments, and meeting rooms.
  • Complete expense account information and submit invoices where applicable.
  • Monitor office supplies, order, and maintain inventory, and organize and maintain a purchasing record system.
  • Assist with literature searches and maintain a central computer database of articles and reports.
  • Maintain absolute confidentiality of all client and job-related matters.
  • Provide cross-coverage for other IP&C administrative staff.
  • Propose novel solutions to facilitate clerical efficiency within the WRHA IP&C Program.
  • Update website information regarding events and education materials of the WRHA IP&C Program.
  • Adhere to all safety and health regulations and safe work practices.
Requirements
  • Two years of directly related experience.
  • Experience with email and computerized calendars.
  • Experience scheduling and coordinating meetings.
  • Previous healthcare experience would be an asset.
Education
  • Successful completion of a high school or equivalent program of studies required.
  • Successful completion of a recognized secretarial training/applied office skills program required.
  • A combination of education and experience may be considered.
Qualifications and Skills
  • Proficiency with computerized systems (Microsoft Word, Access, PowerPoint, and Excel) is essential.
  • Typing speed of 50 wpm.
  • Ability to record and prepare minutes and agendas.
  • Excellent communication skills, verbally and in writing.
  • Ability to prioritize a large workload and independently complete a variety of secretarial duties.
  • Ability to work in a fast-paced environment and work effectively under pressure to meet deadlines.
  • Demonstrated problem-solving skills.
  • Demonstrated ability to effectively contribute to a team environment.
  • Ability to maintain a high level of confidentiality.