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Administrative Assistant

1 month ago

Winnipeg, Manitoba, Canada Winnipeg Regional Health Authority Full time
About the Role

We are seeking a highly organized and detail-oriented Administrative Assistant to join our Infection Prevention and Control team at the Winnipeg Regional Health Authority. As an Administrative Assistant, you will provide clerical support to our team, including typing, formatting, and proofreading various documents and materials.

You will also be responsible for composing routine correspondence, collaborating with Infection Control Professionals on document design and editing, and assisting with the preparation of presentations and reports.

This is a fantastic opportunity to join a dynamic team and contribute to the delivery of high-quality healthcare services in Winnipeg.

Responsibilities
  • Provide clerical support to Infection Prevention and Control staff
  • Typing, formatting, and proofreading various documents and materials
  • Composing routine correspondence
  • Collaborating with Infection Control Professionals on document design and editing
  • Assisting with the preparation of presentations and reports
  • Developing, maintaining, and updating databases and audit systems
  • Receiving and relaying messages, greeting and assisting personal callers, and answering routine inquiries
  • Handling difficult staff, clients, and/or their families in a calm and diplomatic manner
  • Independently responding to regional inquiries and maintaining IP&C staff calendars
  • Developing, maintaining, and revising electronic and paper filing systems
  • Arranging meetings, booking rooms, distributing invitations, and arranging speaker accommodations
  • Preparing notices of regular standing meetings, agendas, minutes, and relevant background information
  • Attending meetings to record minutes and following up on items resulting from the meetings
  • Developing, maintaining, and revising office filing systems
  • Opening, sorting, logging, prioritizing, and distributing incoming mail and other material
  • Assembling, photocopying, collating, indexing, distributing, faxing, and emailing various materials
  • Arranging travel schedules and booking accommodations, appointments, and meeting rooms
  • Completing expense account information and submitting invoices where applicable
  • Monitoring office supplies, ordering, and maintaining inventory, and organizing and maintaining a purchasing record system
  • Assisting with literature searches and maintaining a central computer database of articles and reports
  • Maintaining absolute confidentiality of all client and job-related matters
  • Providing cross-coverage for other Infection Prevention and Control administrative staff
  • Proposing novel solutions to facilitate clerical efficiency within the WRHA IP & C Program
  • Updating website information regarding events and education materials of the WRHA IP & C Program
  • Adhering 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
Certification/Licensure/Registration

Not Applicable

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
Physical Requirements
  • Required to work for long periods of time at a computer