Administrative Assistant 4

**Requisition ID**: 388427

**Position Number**: 20040873

**Posting End Date**: September 19, 2025

**City**:Winnipeg

**Employer**: Shared Health

**Site**:Health Sciences Centre

**Department / Unit**:Surgical Processes

**Job Stream**:Non-Clinical

**Union**:Non Union

**Anticipated Start Date - End Date**:10/13/2025 **-**06/30/2027

**Reason for Term**:Maternity Leave

**FTE**:1.00

**Anticipated Shift**:Days

**Work Arrangement**: In Person

**Daily Hours Worked**:7.50

**Annual Base Hours**:1950

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 Overview**:
The incumbent is responsible for the effective, efficient provision of administrative and secretarial support to the Director of Patient Services - Surgery and Surgical Program Team, Surgical Unit Managers, Operating Room, Pre-Admission Clinic and Enterostomal Therapy. Responsible for planning, distributing and supervising day-to-day workload for secretarial/clerical staff. Coordinates office procedure work flow, requiring high-degree of decision-making and judgement.

Duties include:

- Administrative coordination of activities for the Adult Surgery Program Team.
- Liaising with Managers and other Department Heads including Committee Chairpersons to facilitate the effective operation of the Department. Prepares agenda and may take minutes for departmental and interdisciplinary committees.
- Preparing a variety of correspondence, reports, minutes, etc., on the computer from Dictaphone or rough draft.
- Compiling information/statistics from source documents as directed and designing and formatting computer spreadsheets/screens for reporting of information.
- Receiving and screening incoming calls for the Director of Patient Services, taking and relaying messages, answering inquiries, etc.
- Payroll activities as necessary.
- Assisting in training new clerical/secretarial staff and offering assistance and guidance as required.
- In collaboration with the appropriate manager, completing annual performance appraisals of secretarial staff and initiating progressive discipline as required.
- Assisting with preparation and monitoring of capital and operating budgets.
- Assisting with preparation and monitoring of annual QA report.
- In collaboration with the appropriate manager, interviewing and hiring for secretarial positions.
- Responsible for the maintenance of confidential files and information of the Director.
- Miscellaneous administrative and secretarial duties as assigned by the Director of Patient Services.

**Experience**:

- Minimum three years previous related experience in health care setting, preferably at a senior level.
- Excellent interpersonal skills required.
- Must have excellent English communication skills, both oral and written.

**Education (Degree/Diploma/Certificate)**:

- Complete high school education, Manitoba Standards, required.
- Successful completion of a recognized two-year secretarial training program required.
- Additional training in supervision, administration or management required.

**Certification/Licensure/Registration**:
Not Applicable

**Qualifications and Skills**:

- Preference will be given to those applicants competent in an Indigenous language and/or knowledge in Indigenous customs, traditions and values.
- Typing 80 wpm, word processing, medical terminology, Dictaphone and knowledge of personal computers and spreadsheet software required.

**Physical Requirements**:

- Continuous use of personal computer.

**This term position may end earlier as outlined in your employee handbook.**

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.